This document provides an overview of Oracle Primavera P6 Enterprise Project Portfolio Management (EPPM). It discusses the main P6 applications, features for customizing the user interface, working with data, security, printing, email notifications, and grouping/sorting. It also provides links to documentation, training, support and lists new features in the latest version of P6 EPPM.

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Oracle Primavera P6 Help for Print First Half
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5. 5
Contents
Copyright ................................................................................................ 2
Preface ................................................................................................. 41
Where to Get Documentation .................................................................... 41
Where To Get Training ............................................................................ 44
Where to Get Support ............................................................................. 44
Documentation Accessibility...................................................................... 45
Introduction............................................................................................ 47
About Oracle Primavera P6 Enterprise Project Portfolio Management..................... 47
Working with the Oracle Primavera P6 EPPM Suite ........................................... 48
About P6 ......................................................................................... 51
About P6 Team Member Applications........................................................ 52
About P6 Progress Reporter ................................................................... 53
About Oracle Universal Content Management .............................................. 54
About P6 Professional .......................................................................... 54
About Oracle BI Publisher and the OBIEE Platform ........................................ 55
About P6 Reporting Database ................................................................. 55
About P6 Analytics.............................................................................. 55
About the Oracle Business Process Management Suite .................................... 57
About the P6 Integration API.................................................................. 57
About P6 EPPM Web Services ................................................................. 58
What's New in P6 EPPM............................................................................ 58
P6 Overview ........................................................................................... 59
Working with P6 .................................................................................... 59
Customizing the P6 User Experience ............................................................ 61
About Industry-Specific Field Names......................................................... 62
About the User Interface.......................................................................... 63
Working with the P6 User Interface.......................................................... 63
About Screen Controls....................................................................... 65
Working with the Main Menus.............................................................. 66
About the Most Recently Used List........................................................ 67
Working with Tables ......................................................................... 68
About Columns (Fields)...................................................................... 69
Showing or Hiding Columns in a Table ................................................... 69
Selecting Items from a List of Available Items.......................................... 70
Working with Toolbars ...................................................................... 71
Customizing Toolbars........................................................................ 72
Working with "Select a Value" Dialog Boxes ............................................. 72
Selecting Values from "Select a Value" Dialog Boxes .................................. 74
Working with Data in P6 .................................................................... 75
Working with Detail Windows.............................................................. 76

6. P6 Help
6
About Portlets ................................................................................ 78
About Data Entry Controls.................................................................. 78
About Security ...................................................................................... 78
Printing Pages Using P6 Printing Tools .......................................................... 79
Printing Pages Using Your Web Browser ........................................................ 80
About E-Mail Notifications ........................................................................ 80
Working with E-Mail Notifications ............................................................ 81
Sending Activity Views by E-Mail .......................................................... 82
Sending E-Mail about Documents.......................................................... 82
Sending E-Mail about Issues ................................................................ 83
Sending E-Mail about Milestones .......................................................... 83
Sending E-Mail about Timesheets to Resources......................................... 84
Sending E-Mail Notifications about Resource Assignments ........................... 84
Sending E-Mail to a Project Manager ..................................................... 85
Sending E-Mail to Activity Resources ..................................................... 86
Sending E-Mail to Project Resources...................................................... 86
Sending E-Mail to Resource Teams........................................................ 87
Updating the Progress of Activities Using E-mail....................................... 88
About Grouping and Sorting ...................................................................... 88
Working with Group and Sort Features ...................................................... 89
Grouping and Sorting Information ............................................................ 90
About Find, Search, and Filter Features ........................................................ 91
Working with Find, Search, and Filter Features............................................ 91
Finding Entries................................................................................ 92
Searching for Entries ........................................................................ 92
About Filters .................................................................................. 93
Working with Filters ......................................................................... 93
Filtering Data ................................................................................. 95
Pages Supporting Filters .................................................................... 96
Creating, Modifying, Saving, and Deleting Data ............................................... 97
Cutting, Copying, and Pasting Data .......................................................... 97
About Removing and Deleting Data .......................................................... 98
Deleting Entries .............................................................................. 99
Undoing Mistakes ............................................................................... 99
About Metrics and Calculations .................................................................100
Using Visual Indicators ........................................................................100
About Importing and Exporting Data ...........................................................101
About Importing and Exporting Projects ...................................................102
About P6 Help......................................................................................102
Viewing Help Content .........................................................................102
Working with P6 Help Topics.................................................................104
About Timesheets .................................................................................106
Working with Timesheets.....................................................................106
Approving or Rejecting Timesheets .........................................................107
Sending E-Mail about Timesheets to Resources ...........................................108
Assigning a Project Manager Delegate for Timesheets ...................................109

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7
Assigning a Resource Manager Delegate for Timesheets .................................110
Dashboards and Workspaces...................................................................... 113
About Dashboards, Workspaces, and Workgroups ............................................113
About Dashboards .................................................................................113
Working with Dashboards.....................................................................114
Creating Dashboards...........................................................................117
Customizing Dashboards ......................................................................117
Configuring Dashboard Content ..........................................................118
Configuring Dashboard Access ............................................................118
Configuring Dashboard Filters ............................................................119
Configuring Dashboard Layout ............................................................119
Showing and Hiding Dashboards ..........................................................120
Working with Workflows in P6 ...............................................................120
About Project Workspaces .......................................................................123
Working with Project Workspaces...........................................................124
Customizing Project Workspace .............................................................124
Configuring Workspace Content ..........................................................124
Configuring Workspace Layout............................................................125
Sending E-Mail to Project Resources........................................................126
About Project Performance Metrics.........................................................127
Assessing Project Performance ...........................................................127
Assessing Project Health...................................................................127
Customizing Project Statistics ............................................................128
Identifying Critical Activities Behind Schedule ........................................129
About Performance Thresholds ...........................................................129
Working with Performance Thresholds ..................................................130
About Milestones ............................................................................130
Sending E-Mail about Milestones .........................................................131
About Cost Performance Index (CPI) ....................................................131
About Schedule Performance Index (SPI) ...............................................132
About To-Complete Performance Index (TCPI) ........................................132
About Contract Management.................................................................132
Working with Contract Management.....................................................133
Opening the Contract Management Control Center...................................133
Linking P6 and Contract Management Projects........................................134
Linking P6/P6 Professional and Contract Management Applications...............135
About Project Workgroups .......................................................................135
Working with Workgroups ....................................................................135
Assigning Documents to Projects .........................................................135
Creating Workgroups .......................................................................136
Customizing Workgroups...................................................................137
Assigning Workgroup Activities ...........................................................138
Creating Workgroup Issues ................................................................138
Sending E-Mail to Activity Resources ....................................................139
About Portlets .....................................................................................140
Working with Portlets .........................................................................140
List of Portlets...............................................................................143
Customizing Portlets........................................................................145

8. P6 Help
8
Customizing the My Risks Portlet.........................................................145
Customizing the Resource Analysis Chart Portlet .....................................145
Customizing the Open Requests for Resources Portlet ...............................146
Customizing Portfolio View Portlets .....................................................146
Customizing Scorecard Portfolio View Portlets ........................................147
Analyzing Resource Team Usage in the Resource Team Summary Portlet ........147
Creating Portfolio View Portlets..........................................................148
Document Review and Workflow Portlets ..............................................148
Participating in Document Reviews ......................................................149
Terminating Document Reviews ..........................................................149
About Workflows ............................................................................150
Working with Workflows in P6 ............................................................150
Participating in Workflows ................................................................153
Linking the Cost Worksheet to Contract Management................................154
Opening Projects from Dashboard Portlets.............................................155
Sending E-Mail to Resource Teams.......................................................155
Sending E-Mail Notifications about Resource Assignments ..........................156
Creating Custom Portlets ..................................................................156
Portfolios ............................................................................................. 159
About Portfolios ...................................................................................159
Working with Portfolios ..........................................................................159
Opening Portfolios .............................................................................160
Creating Portfolios.............................................................................160
Creating Projects While Working with Portfolios .........................................161
Creating Projects in a Portfolio View Scorecard Portlet .................................161
Creating Projects on the Portfolio Analysis Page .........................................162
Assigning Projects to a Portfolio.............................................................163
Defining Performance Thresholds ...........................................................163
Portfolio Views ....................................................................................165
About Portfolio Views .........................................................................165
Working with Portfolio Views ................................................................165
Creating Portfolio Views ...................................................................166
Working with Portfolio View Scorecards....................................................167
Working with Portfolio View Bubble Charts................................................169
Working with Portfolio View Pie Charts ....................................................171
Working with Portfolio View Histograms ...................................................173
Portfolio Scenarios ................................................................................175
About Portfolio Scenarios.....................................................................175
About What-if Analysis ........................................................................175
Working with Portfolio Scenarios............................................................176
Creating Portfolio Scenarios ..............................................................176
Sending E-Mail About Scenarios...........................................................176
Capacity Planning .................................................................................177
About Capacity Planning......................................................................177
Working with the Capacity Planning Page..................................................177

9. Contents
9
Analyzing Role Allocation (Capacity Planning).........................................179
Projects............................................................................................... 181
About Projects.....................................................................................181
Working with Projects.........................................................................181
Creating Projects ..............................................................................182
Assigning Locations to Projects..............................................................182
Opening Projects or Templates..............................................................183
Opening Dependent Projects.................................................................184
Importing and Exporting Projects ...........................................................185
Working with Primavera XML Project Import...........................................185
Working with Primavera XML Project Export...........................................187
Working with Microsoft Project Import .................................................189
Working with Microsoft Project Export..................................................191
About Opening a Project Exclusively........................................................192
Opening Projects Exclusively..............................................................192
Removing the Exclusive Lock on Projects...............................................193
Working with Oracle ERP, Fusion PPM Bridge, and Other Integrated Solutions.......195
Sending Project Data to an ERP System.................................................196
Sending Project Data to Fusion...........................................................197
About Project Templates ........................................................................198
Working with Project Templates ............................................................198
Creating Project Templates..................................................................199
The EPS .............................................................................................200
About the Enterprise Project Structure (EPS) .............................................200
Working with the EPS.......................................................................200
Creating EPS Elements .....................................................................202
Configuring the EPS.........................................................................203
Opening Projects or Templates in the EPS .............................................203
About Projects .................................................................................204
Creating Projects............................................................................204
Creating Projects from Existing Projects or Templates ..............................205
Deleting Projects or EPS Elements .......................................................205
Customizing Detail Windows ..............................................................206
Configuring Project Preferences .........................................................207
Configuring History Settings for P6 Analytics ..........................................207
Configuring Project Calculations .........................................................207
Linking P6 and Contract Management Projects ........................................208
Configuring Project Defaults ..............................................................208
Configuring General Project Preferences...............................................209
Configuring P6 Progress Reporter ........................................................209
Configuring Project Summarization and Publication Services.......................210
Configuring P6 Team Member Status Update Reviews................................210
Configuring P6 Team Member Application View Preferences .......................211
Opening Projects or Templates...........................................................213
About Gantt Charts ............................................................................214
Working with the Activity Gantt Chart ..................................................214

10. P6 Help
10
Configuring Gantt Charts ..................................................................215
About Baselines ................................................................................216
Working with Baselines.....................................................................216
Creating Baselines ..........................................................................218
About Summary Data ..........................................................................219
Working with the Summarizer Service ..................................................220
Summarizing Projects ......................................................................220
About Importing and Exporting Projects ...................................................221
Importing and Exporting Projects ........................................................222
Exporting Projects using Microsoft Project XML .......................................222
Configuring Microsoft Project Templates ...............................................222
Exporting Projects using Primavera XML Format ......................................223
Importing Projects using Microsoft Project XML .......................................223
Importing Projects using Primavera XML Format ......................................224
Exporting Projects to Excel ...............................................................225
About Budgets..................................................................................225
Working with Budgets ......................................................................226
Establishing Budgets ........................................................................228
Creating Budget Change Requests .......................................................228
Approving or Denying Budget Change Requests .......................................229
About Spending and Benefit Plans .......................................................230
Working with Spending and Benefit Plans ..............................................231
Configuring Spending and Benefit Plans ................................................233
About Return on Investment (ROI) .......................................................233
About Project Views...........................................................................234
Configuring EPS Views......................................................................234
Configuring EPS View Columns............................................................234
Configuring EPS View Grouping ...........................................................235
Configuring EPS View Filters ..............................................................236
Applying Filters..............................................................................236
Creating Filters ..............................................................................237
Configuring Filters ..........................................................................238
Configuring EPS View Gantt Chart Bars .................................................239
Configuring EPS View Gantt Chart .......................................................240
Configuring EPS View Access ..............................................................240
About Columns (Fields) ....................................................................240
About Grouping and Sorting ...............................................................241
About Filters .................................................................................241
About Funding Sources........................................................................241
Working with Funding Sources ............................................................241
Assigning Project Funding Sources .......................................................244
About Gantt Charts ............................................................................244
Configuring Gantt Charts ..................................................................244
About Bars....................................................................................245
About Project Codes ..........................................................................246
Assigning Project Codes....................................................................247
About P6 Progress Reporter ..................................................................247
About Contract Management.................................................................248

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11
Linking P6/P6 Professional and Contract Management Applications...............248
About Notebooks ..................................................................................248
About Notebook Topics .......................................................................249
Working with Notebooks ......................................................................249
Assigning Notebook Topics ...................................................................249
Activities ...........................................................................................250
About Activities ................................................................................250
Working with Activities ....................................................................250
Creating Activities ..........................................................................251
Configuring General Activity Information...............................................252
Assigning Locations to Activities .........................................................253
Recalculating Assignment Costs ..........................................................254
Sending Project Data to an ERP System.................................................254
Customizing Detail Windows ..............................................................255
About Activity Types........................................................................256
About WBS Summary Activities ...........................................................256
About Suspending and Resuming Activities.............................................257
About the Activity Table...................................................................257
About Activity Networks ...................................................................257
Working with the Activity Network ......................................................258
About Calendar View .......................................................................259
Working with the Activity Calendar......................................................260
About Activity Views ..........................................................................261
Working with Activity Views ..............................................................261
Creating Activity or EPS Views............................................................262
Configuring Activity Views.................................................................262
Configuring Activity View Columns.......................................................263
Configuring Activity View Grouping......................................................264
Configuring Activity View Filters .........................................................265
Applying Filters..............................................................................266
Creating Filters ..............................................................................266
Configuring Filters ..........................................................................267
Configuring Activity View Gantt Chart Bars ............................................268
Configuring Activity View Gantt Chart ..................................................269
Configuring Activity Network .............................................................270
Configuring Activity View Access.........................................................270
Sending Activity Views by E-Mail .........................................................271
About Columns (Fields) ....................................................................271
About Filters .................................................................................272
About Grouping and Sorting ...............................................................272
About Activity Codes ..........................................................................272
Creating Activity Code Values for Activities ...........................................272
Assigning Activity Code Values to Activities............................................273
About Gantt Charts ............................................................................274
Working with the Activity Gantt Chart ..................................................274
Configuring Gantt Charts ..................................................................274
About Progress Spotlight...................................................................275
About Bars....................................................................................276

12. P6 Help
12
About Work Breakdown Structures (WBS) ..................................................277
Working with WBS Elements ..............................................................277
About Siblings and Children ...............................................................279
Creating a WBS ..............................................................................279
Creating a WBS from a Template.........................................................280
Configuring General WBS Information ...................................................280
Defining Earned Value Calculations for WBS Elements ...............................281
Working with WBS Milestones .............................................................282
Working with WBS Categories.............................................................283
About Baselines ................................................................................284
Working with Baselines.....................................................................285
Creating Baselines ..........................................................................287
About Scheduling Projects....................................................................288
Scheduling Projects.........................................................................288
Configuring General Scheduling Options ................................................289
Configuring Advanced Scheduling Options..............................................289
About Float .....................................................................................290
About Critical Path Activities ................................................................290
Working with Critical Activities ..........................................................291
Creating Baselines ..........................................................................295
About Schedule Preview ......................................................................296
Enabling Schedule Preview ................................................................296
About Resource Leveling......................................................................297
Configuring Resource Leveling Options and Priorities ................................297
Leveling Project Resources................................................................299
About Activity Progress .......................................................................300
About Updating Progress...................................................................300
Working with Updating Progress in a Browser Running P6 ...........................300
Updating the Progress of Activities Using P6...........................................301
About The Apply Actuals Feature ........................................................301
Working with the Apply Actuals Feature................................................301
Applying Actuals to a Project .............................................................303
Working with Activity Updates by E-mail using E-mail Statusing Service .........304
Supporting E-mail Updates with E-mail Statusing Service ...........................308
Updating the Progress of Activities Using E-mail ......................................309
Updating the Progress of Activities Using P6 Team Member Web ..................310
Updating the Progress of Activities Using the P6 Team Member for iPhone App 310
About P6 Team Member Status Updates....................................................310
Working with P6 Team Member Status Updates .......................................311
Assigning a Status Reviewer to a WBS ...................................................313
Selecting an Activity for Review .........................................................313
Reviewing Team Member Status Updates...............................................314
Sending E-mail to a Team Member About a Status Update ..........................315
Viewing Team Member Status Updates History ........................................315
About the Auto Compute Actuals Feature..................................................316
Working with the Auto-Compute Actuals Feature.....................................316
Applying Auto Compute Actuals to Activities ..........................................317
About Store Period Performance ............................................................318
Storing Period Performance ...............................................................318

13. Contents
13
About Importing and Exporting Data........................................................319
Importing Activities.........................................................................319
Exporting Activities to Excel ..............................................................320
Creating Import Templates for Importing Activities ..................................320
About Relationship Lines .....................................................................322
About Progress Lines ..........................................................................322
About Resources ...............................................................................322
Assigning Resources to an Activity .......................................................322
Assigning a Resource to Multiple Activities.............................................323
Configuring Activity Resources ...........................................................324
Adding Activity Resource Estimates .....................................................324
Requesting Resources for Activities .....................................................325
Specifying Resource Assignment Rates ..................................................325
Assigning Resource Curves to Resource or Role Assignments from the Activities Page
.................................................................................................326
Assigning Resources to Unstaffed Activities ............................................326
Searching Resources ........................................................................327
About the Recalculate Assignment Costs Feature.....................................328
Recalculating Assignment Costs ..........................................................329
Configuring Resource Leveling Options and Priorities ................................330
Leveling Project Resources................................................................331
About the Check Resource Overallocation Service....................................332
Working with the Check Resource Overallocation Service...........................333
Checking for and Resolving Overallocated Resources ................................334
About Roles .....................................................................................335
Assigning Roles to an Activity .............................................................336
Assigning a Role to Multiple Activities...................................................336
Configuring Activity Roles .................................................................337
About Activity Owners ........................................................................337
Assigning an Activity Owner to an Activity .............................................337
About Documents ..............................................................................338
Assigning Documents to Activities........................................................338
About Expenses ................................................................................339
Creating Expenses...........................................................................339
Configuring Expenses .......................................................................339
Configuring Auto Compute Actuals for Expenses ......................................340
About Feedback................................................................................340
Adding Feedback ............................................................................341
Adding the New Feedback Column.......................................................341
Acknowledging Feedback ..................................................................342
About Duration Types .........................................................................342
Working with Duration Types .............................................................343
About Constraints..............................................................................343
Working with Activity Constraints........................................................344
About Issues ....................................................................................345
Creating Activity Issues ....................................................................345
Configuring Activity Issues.................................................................346
About Notebooks...............................................................................346
Working with Notebooks ...................................................................346
About Notebook Topics .......................................................................347

14. P6 Help
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Assigning Notebook Topics ................................................................347
About Relationships ...........................................................................347
Creating Activity Relationships ...........................................................348
Configuring Activity Relationships .......................................................349
Assigning Predecessor Relationships .....................................................349
Configuring Predecessor Relationships ..................................................350
Assigning Successor Relationships ........................................................351
Configuring Successor Relationships .....................................................351
About Risks .....................................................................................352
Working with Project Risks ................................................................352
Assigning a Risk to an Activity ............................................................354
About Steps.....................................................................................355
Working with Activity Steps ...............................................................355
Creating Activity Steps.....................................................................356
Configuring Activity Steps .................................................................356
About Step Templates.........................................................................357
Adding Activity Steps from a Step Template...........................................357
About Trace Logic .............................................................................358
Viewing Relationships with Trace Logic.................................................358
About Budgets..................................................................................359
Creating Budget Change Requests .......................................................359
Approving or Denying Budget Change Requests .......................................360
About Earned Value ...........................................................................361
Configuring WBS Earned Value............................................................361
About Milestones...............................................................................362
Creating WBS Milestones...................................................................362
Team Usage ........................................................................................363
About Team Usage.............................................................................363
Customizing Team Usage ..................................................................363
Assigning Resources to Unstaffed Activities ............................................364
Exporting Team Usage Spreadsheets ....................................................364
Searching Resources ........................................................................365
Sending E-Mail to a Project Manager ....................................................366
Issues................................................................................................367
About Issues ....................................................................................367
Working with Issues.........................................................................367
Creating Project Issues.....................................................................368
Configuring Project Issues .................................................................369
Customizing Project Issues ................................................................369
Assigning Related Items to Issues ........................................................370
Sending E-Mail about Issues ...............................................................371
About Issue Codes .............................................................................371
Assigning Issue Codes.......................................................................372
About Issue Forms .............................................................................372
Creating Issue Forms .......................................................................372
Assigning Projects to Issue Forms ........................................................373
Risks.................................................................................................374
About Risks .....................................................................................374
Risk Enterprise Data...........................................................................374
Working with Risks Enterprise Data......................................................374

15. Contents
15
Configuring Risk Enterprise Data .........................................................375
Risk Thresholds ..............................................................................375
About Risk Thresholds ......................................................................375
Working with Risk Thresholds .............................................................376
Creating Risk Thresholds...................................................................377
Modifying Risk Thresholds .................................................................378
Risk Scoring Matrices .......................................................................379
About Risk Scoring Matrices ...............................................................379
Working with Risk Scoring Matrices ......................................................380
Creating Risk Scoring Matrices............................................................383
Assigning a Risk Scoring Matrix to a Project............................................384
Assigning a Risk Scoring Matrix to a Project from the Enterprise Data Pane .....384
Assigning a Risk Scoring Matrix to a Project from the EPS Page ....................385
Assigning a Risk Scoring Matrix to a Project from the Portfolios Section .........385
Risk Categories ..............................................................................386
About Risk Categories ......................................................................386
Creating Risk Categories ...................................................................386
Risk UDFs .....................................................................................387
About Risk User Defined Fields ...........................................................387
Creating Risk UDFs ..........................................................................387
Project Risks....................................................................................387
Working with Project Risks ................................................................387
Managing Project Risks.....................................................................389
Creating Project Risks......................................................................389
Adding Detailed Project-Level Risks .....................................................390
Adding Project Risks to Activities ........................................................391
Adding High-Level Project Risks..........................................................392
Assigning a Risk to an Activity ............................................................393
Risk Response Plans.........................................................................393
About Risk Response Plans.................................................................393
Working with Risk Response Plans .......................................................394
Developing a Risk Response Plan .........................................................395
Adding Risk Response Plans ...............................................................395
Adding Risk Response Plan Action Items ................................................396
Assigning Activities to Risk Response Plan Action Items .............................397
Exporting Risk Data .........................................................................397
About Documents..................................................................................398
Working with Documents without the Content Repository ..............................398
Adding Documents to a Project without the Content Repository ..................399
Configuring Document Details without the Content Repository ....................399
Assigning Related Items to Documents without the Content Repository ..........400
Sending E-Mail about Documents without the Content Repository.................400
Working with Documents with a Content Repository .....................................401
About the Document Content Repository...............................................402
Creating Document Templates ...........................................................403
Copying Documents from Existing Templates ..........................................404
Adding Documents to a Project and Storing Them in the Content Repository ...404
Adding Documents to a Project from the Content Repository ......................405

16. P6 Help
16
Configuring Document Details ............................................................406
Assigning Related Items to Documents ..................................................407
Checking Out Documents ..................................................................407
Checking In Documents ....................................................................408
Sending E-Mail about Documents.........................................................409
Assigning Documents to Workgroups.....................................................409
Creating Document Folders ...............................................................410
About Document Reviews..................................................................410
Working With Document Reviews ........................................................411
Reviewing Documents ......................................................................412
Creating Document Reviews ..............................................................413
Participating in Document Reviews ......................................................414
Terminating Document Reviews ..........................................................414
Searching for Documents ..................................................................415
Searching for Documents (Advanced Search) ..........................................415
Searching for Documents (Quick Search) ...............................................416
Viewing Documents .........................................................................417
Downloading Documents ...................................................................417
About Project Scheduled Services ..............................................................418
Creating Project Scheduled Services........................................................418
Configuring Project Scheduled Services ....................................................418
About Publication Services and Reporting.....................................................419
Working with Publication Services for Reporting..........................................420
Publishing P6 Data for Reports ...........................................................423
Defining Publication Periods ..............................................................423
Enabling Automatic Publishing of P6 Project Data for Reports .....................424
Enabling Automatic Publishing of P6 Global Data for Reports ......................426
Configuring Publication Service Settings for Projects ................................426
Manually Publishing P6 Project Data for Reports......................................427
Manually Publishing P6 Global Data for Reports .......................................428
Resources ............................................................................................ 429
Roles ................................................................................................429
About Roles .....................................................................................429
Creating Roles..................................................................................429
Assigning a Resource to a Role...............................................................430
Assigning a Role Team to a Role.............................................................431
Assigning Rates to Roles ......................................................................432
Assigning Work Limits to Roles...............................................................432
Role Teams.........................................................................................433
About Role Teams .............................................................................433
Creating Role Teams ..........................................................................433
Assigning a Role to a Role Team.............................................................433
Resources...........................................................................................434

17. Contents
17
About Resources ...............................................................................434
Adding Resources ..............................................................................434
Assigning a Role to a Resource...............................................................435
Assigning a Resource Team to a Resource .................................................436
Configuring Resource Settings ...............................................................437
Assigning Calendars to Resources ...........................................................437
Assigning Locations to Resources............................................................438
Configuring Timesheet Reporting for Resources ..........................................439
Configuring Resource Settings for Timesheet Reporting .............................439
Assigning Resource Codes.....................................................................440
Assigning Resource Rates .....................................................................441
Creating Import Templates for Importing Resources .....................................441
Importing Resource Data .....................................................................442
Deleting Resources ............................................................................443
Resource Teams ...................................................................................444
About Resource Teams........................................................................444
Creating Resource Teams.....................................................................444
Assigning a Resource to a Resource Team .................................................445
Resource Assignments ............................................................................445
About Resource Assignments.................................................................445
Working with Resource Assignments in the Gantt Chart .................................445
Viewing Resource Assignments in a Gantt Chart ......................................446
Configuring the Resources Assignments Gantt Chart Bars ...........................446
Setting the Resources Detailed Assignments Gantt Chart Timescale ..............447
Modifying Resource Assignment Dates in the Gantt Chart ...........................448
Assigning a Resource to an Activity Assignment...........................................448
Viewing Assignment Unit and Cost Spreads ................................................449
Exporting Resource Assignment Data .......................................................450
Assigning Resource Curves to Resource or Role Assignments from the Resources
Assignments Page ..............................................................................451
Applying the Progress Spotlight to the Resources Assignments View ..................451
Resource Planning.................................................................................452
About Resource Planning .....................................................................452
Customizing the Resource Planning Spreadsheet .........................................453
Assigning Projects or WBS Elements to Resources or Roles..............................454
Assigning Resources or Roles to Projects or WBS Elements..............................455
Modifying Resource or Role Assignment Dates.............................................456
Allocating Units or the Percentage of Available Units to Resources or Roles .........457
Synchronizing Resource Planning Dates ....................................................458
Splitting a Resource or Role Assignment ...................................................459
Categorizing Resource or Role Assignments using Status Codes ........................460
Exporting the Resource Planning Spreadsheet ............................................461
Resource Analysis .................................................................................461
About Resource Analysis ......................................................................461
Analyzing Resource Allocations ..............................................................462
Assigning Resources to Unstaffed Activities ...............................................463
Viewing Role Usage............................................................................464

18. P6 Help
18
Viewing Resource Usage ......................................................................465
Exporting Resource or Role Usage Data ....................................................467
Exporting Resource Data .........................................................................468
Exporting Resource Administration Data ...................................................468
Exporting Resource Assignment Data .......................................................469
Exporting the Resource Planning Spreadsheet ............................................469
Exporting Resource or Role Usage Data ....................................................470
Reports ............................................................................................... 473
About Reports......................................................................................473
Working with Reports .........................................................................474
Scheduling Reports..........................................................................475
Running Reports On-Demand..............................................................476
Exporting a List of Reports ................................................................477
Viewing the Report Run History ..........................................................478
About Publication Services and Reporting.....................................................478
Working with Publication Services for Reporting..........................................479
Publishing P6 Data for Reports ...........................................................482
Defining Publication Periods ..............................................................482
Enabling Automatic Publishing of P6 Project Data for Reports .....................483
Enabling Automatic Publishing of P6 Global Data for Reports ......................485
Configuring Publication Service Settings for Projects ................................485
Manually Publishing P6 Project Data for Reports......................................486
Manually Publishing P6 Global Data for Reports .......................................487
Administration....................................................................................... 489
About Administration .............................................................................489
About My Preferences ............................................................................490
Working with My Preferences ................................................................490
Customizing My Preferences Global Preferences..........................................491
Customizing Global Currency Preferences..............................................491
Customizing Global Date Format Preferences .........................................492
Customizing Global General Preferences ...............................................492
Customizing Global Issues Preferences..................................................493
Customizing Global Performance Threshold Preferences ............................493
Customizing Global Project Score Preferences ........................................493
Customizing Global Resources Preferences ............................................494
Customizing Global Row Number Preferences .........................................494
Customizing Global Time Units Format Preferences..................................495
Sending E-Mail Notifications about Resource Assignments ..........................496
Customizing My Preferences View Preferences............................................496
Changing Your Own Password ................................................................497
About My Calendar ................................................................................498
Configuring My Calendar......................................................................498
Setting Work Hours Per Time Period for My Calendar ................................498
Configuring the Standard Work Week for My Calendar...............................499
Modifying Calendar Days on My Calendar ...............................................499
Importing Events to My Calendar.........................................................499

19. Contents
19
About Application Settings.......................................................................500
Working with Application Settings ..........................................................501
Configuring Data Limits Settings.............................................................502
Configuring Earned Value Settings ..........................................................502
Defining Earned Value Calculations for WBS Elements ...............................503
Configuring General Settings.................................................................503
Configuring ID Lengths Settings..............................................................504
Configuring Summarization Periods .........................................................505
Configuring General Settings.................................................................505
Configuring Timesheets Settings.............................................................506
Configuring Time Periods Settings...........................................................506
About Enterprise Data ............................................................................507
Working with Enterprise Data................................................................508
About Baseline Types..........................................................................509
Creating Baseline Types....................................................................509
About Funding Sources........................................................................510
Creating Funding Sources..................................................................510
About Notebook Topics .......................................................................510
Creating Notebook Topics .................................................................511
About Calendars ...............................................................................511
Working with Calendars....................................................................511
Creating Global Calendars.................................................................512
Configuring Global Calendars .............................................................513
Setting Work Hours Per Time Period for Global Calendars ..........................513
Configuring the Standard Work Week for Global Calendars .........................513
Modifying Calendar Days on Global Calendars .........................................513
Setting the Default Global Calendar.....................................................514
Creating Project Calendars................................................................514
Configuring Project Calendars ............................................................515
Assigning a Base Calendar to a Project Calendar......................................515
Setting Work Hours Per Period for a Project Calendar ...............................516
Configuring the Standard Work Week for Project Calendars ........................516
Modifying Calendar Days on Project Calendars ........................................517
Changing a Project Calendar to a Global Calendar ...................................517
Creating Resource Calendars..............................................................518
Configuring Resource Calendars ..........................................................518
Assigning a Base Calendar to a Resource Calendar....................................519
Assigning a Resource to a Resource Calendar ..........................................519
Setting Work Hours Per Time Period for a Resource Calendar ......................520
Configuring the Standard Work Week for Resource Calendars ......................520
Modifying Calendar Days ...................................................................521
Changing the Calendar Type ..............................................................521
About Locations................................................................................522
Creating Locations ..........................................................................522

20. P6 Help
20
Importing Locations.........................................................................523
Creating Import Templates for Importing Locations..................................523
About Project Codes ..........................................................................524
Creating Project Codes.....................................................................524
Creating Project Code Values.............................................................524
Configuring Project Codes .................................................................525
Configuring Project Code Values .........................................................526
About User Defined Fields ....................................................................526
Working with User Defined Fields ........................................................526
Creating Project UDFs......................................................................527
Defining Formulas for User Defined Fields..............................................528
Defining Indicators for User Defined Fields ............................................528
Defining Statements for User Defined Fields...........................................529
Creating WBS UDFs..........................................................................530
Creating Activity UDFs .....................................................................531
Creating Expense UDFs.....................................................................531
Creating Step UDFs .........................................................................531
Creating Risk UDFs ..........................................................................532
Creating Issue UDFs.........................................................................532
Creating Document UDFs ..................................................................532
Creating Assignment UDFs .................................................................533
Creating Resource UDFs....................................................................533
About Work Breakdown Structures (WBS) ..................................................533
Working with WBS Categories.............................................................534
Creating WBS Categories...................................................................536
About Activity Codes ..........................................................................536
Working with Activity Codes ..............................................................537
Creating Activity Codes ....................................................................538
Creating Activity Code Values ............................................................539
Configuring Activity Code Values.........................................................540
About Cost Accounts ..........................................................................541
Creating Cost Accounts ....................................................................541
About Expenses ................................................................................542
Creating Expense Categories..............................................................542
About Step Templates.........................................................................543
Creating Step Templates ..................................................................543
Configuring Step Templates...............................................................543
About Risks .....................................................................................544
Working with Risks Enterprise Data......................................................544
Configuring Risk Enterprise Data .........................................................545
About Risk Scoring Matrices ...............................................................545
Working with Risk Scoring Matrices ......................................................546
Creating Risk Scoring Matrices............................................................549
Assigning a Risk Scoring Matrix to a Project............................................550
Assigning a Risk Scoring Matrix to a Project from the Enterprise Data Pane .....550
Assigning a Risk Scoring Matrix to a Project from the EPS Page ....................551
Assigning a Risk Scoring Matrix to a Project from the Portfolios Section .........551
About Risk Thresholds ......................................................................552
Working with Risk Thresholds .............................................................552

21. Contents
21
Creating Risk Thresholds...................................................................554
Modifying Risk Thresholds .................................................................555
About Risk Categories ......................................................................556
Creating Risk Categories ...................................................................556
About Issues ....................................................................................556
Creating Issue Codes........................................................................557
Creating Issue Code Values................................................................557
About Document Categories and Statuses..................................................558
Creating Document Categories ...........................................................558
Creating Document Statuses ..............................................................558
About Currencies...............................................................................559
Adding a Currency ..........................................................................559
Defining a Base Currency ..................................................................560
About Financial Periods.......................................................................560
Creating Financial Periods.................................................................560
Creating a Financial Period Batch........................................................561
About Overhead Codes........................................................................562
Creating Overhead Codes..................................................................562
About Timesheet Periods .....................................................................563
Creating Timesheet Periods ...............................................................563
About Resource and Role Rate Types .......................................................563
Configuring Resource and Role Rate Types.............................................564
About Resource Codes ........................................................................564
Creating Resource Codes ..................................................................564
Creating Resource Code Values...........................................................565
About Resource Curves........................................................................565
Defining Resource Curves..................................................................565
About Units of Measure .......................................................................566
Creating Units of Measure .................................................................566
About User Access.................................................................................567
About Users.....................................................................................567
The Default Admin Superuser.............................................................568
Creating User Accounts for P6 EPPM.....................................................568
Adding Users in Native Authentication Mode...........................................569
Adding Users in LDAP or SSO Authentication Mode....................................570
Configuring User Access....................................................................571
Assigning Associated Resources...........................................................572
Assigning Global Security Profiles ........................................................572
Assigning Module Access ...................................................................573
Assigning OBS Elements to Users .........................................................573
Assigning Resource Access.................................................................574
Assigning User Interface Views ...........................................................575
Changing Passwords.........................................................................575
Changing User Passwords ..................................................................575
Counting Users...............................................................................576
Deactivating User Accounts ...............................................................576

22. P6 Help
22
Deleting User Accounts ....................................................................577
About the OBS..................................................................................577
Creating an OBS .............................................................................577
Assigning Users to an OBS..................................................................578
About Security Profiles........................................................................579
Working with Security Profiles............................................................580
Creating Global Security Profiles.........................................................581
Creating Project Security Profiles........................................................582
About User Interface Views......................................................................583
Working with User Interface Views..........................................................583
Creating User Interface Views ...............................................................584
Configuring User Interface Views............................................................586
About User Sessions...............................................................................587
Resetting User Sessions .......................................................................587
About Publication Services and Reporting.....................................................588
Working with Publication Services for Reporting..........................................589
Publishing P6 Data for Reports ...........................................................592
Defining Publication Periods ..............................................................592
Enabling Automatic Publishing of P6 Project Data for Reports .....................593
Enabling Automatic Publishing of P6 Global Data for Reports ......................595
Configuring Publication Service Settings for Projects ................................595
Manually Publishing P6 Project Data for Reports......................................596
Manually Publishing P6 Global Data for Reports .......................................597
CSH .................................................................................................... 598
Access Tab of the Create Filter Dialog Box of the Assignments Page......................598
Access Tab of the Create or Modify Filter Dialog Box........................................598
Access Tab of the Customize Activity View Dialog Box ......................................599
Access Tab of the Customize Dashboard Page ................................................599
Access Tab of the Customize EPS View Dialog Box ...........................................600
Access Tab of the Customize Resources Assignments View Dialog Box of the Assignments Page
.......................................................................................................600
Access Tab of the Issue Forms Page ............................................................601
Action Required Tab of the Document Reviews Portlet of the Dashboards Page ........602
Action Required Tab of the Workflows Portlet of the Dashboards Page ..................603
Activities Detail Window of the Project Security Profiles Page ............................606
Activities Detail Window of the Risks Page....................................................607
Activities Page.....................................................................................611
Activities Portlet of the Workgroup Workspace Page ........................................613
Activities Work Area of the Timesheet Approval Page.......................................614
Activity Calendar Format of the Activities Page..............................................617
Activity Codes - EPS Page ........................................................................619
Activity Codes - Global Page.....................................................................620
Activity Codes - Project Page ...................................................................621

23. Contents
23
Activity Codes Details Page of the Activity Form Page ......................................622
Activity Codes Page ...............................................................................622
Activity Details Dialog Box .......................................................................623
Activity Details Dialog Box of the Resource Staffing Dialog Box............................624
Activity Details of the Resources Dialog Box ..................................................625
Activity Editing Tab of the User Interface View Details Page...............................626
Activity Form Page................................................................................626
Activity Gantt Chart Format of the Activities Page ..........................................628
Activity List for WBS Dialog Box.................................................................630
Activity Network Format of the Activities Page ..............................................631
Activity Tab of the Modify Template Dialog Box of the Import/Export Project Dialog Box632
Activity Table Format of the Activities Page..................................................634
Activity UDFs Page ................................................................................636
Add Activity Expenses Page of the Activity Form Page ......................................636
Add Folder Dialog Box ............................................................................637
Add Issue Page.....................................................................................638
Add Location Dialog Box of the Locations Page...............................................640
Add or Edit Service Dialog Box of the Project Scheduled Services Page ..................642
Add Steps Page of the Activity Form Page.....................................................643
Add User Dialog Box...............................................................................644
Add Users from LDAP Dialog Box of the Users Page ..........................................645
Administration Detail Window of the Global Security Profiles Page.......................647
Administration Page ..............................................................................648
Advanced Tab of the Add Project Dialog Box .................................................648
Advanced Tab of the Add Project Template Dialog Box.....................................650
Advanced Tab of the Scheduling Options Dialog Box.........................................652
Analysis Page.......................................................................................653
Analytics Page of the Project Preferences Dialog Box.......................................654
Application Settings Pane ........................................................................654
Apply Actuals Dialog Box of the Activities Page ..............................................655
Approve Document Review Dialog Box .........................................................656
Assign by Search Dialog Box of the Planning Page............................................657
Assign Project Manager Delegate Dialog Box of the Timesheet Approval Page ..........659
Assign Resource Manager Delegate Dialog Box of the Timesheet Approval Page ........660
Assignment UDFs Page............................................................................660
Assignments Detail Window of the Activities Page ...........................................661
Assignments Page .................................................................................663
Bars Tab of the Customize Activity View or Gantt Chart Options Dialog Box ............664
Bars Tab of the Customize EPS View or Gantt Chart Options Dialog Box .................666
Bars Tab of the Customize Resource Assignments View or Gantt Chart Options Dialog Box of
the Assignments Page.............................................................................667
Baseline Types Page ..............................................................................669

24. P6 Help
24
Baselines Dialog Box ..............................................................................669
BEI - Activities with No Project Baseline Finish Date Section of the Schedule Check Report
Dialog Box ..........................................................................................670
Calculations Page of the Project Preferences Dialog Box ...................................671
Calendar Tab of the Global Calendars Page...................................................673
Calendar Tab of the Project Calendars Page..................................................674
Calendar Tab of the Resource Calendars Page................................................676
Calendar Tab of the View Calendar Dialog Box ...............................................677
Cause Detail Window of the Risks Page ........................................................679
Change Password Dialog Box of the Users Page...............................................680
Chart Tab of the Customize Project Issues Dialog Box.......................................680
Check Schedule Dialog Box ......................................................................683
Check Summary Section of the Schedule Check Report Dialog Box........................685
Codes Detail Window of the Activities Page...................................................686
Codes Detail Window of the EPS Page..........................................................687
Codes Detail Window of the Global Security Profiles Page .................................687
Codes Detail Window of the Project Security Profiles Page ................................690
Codes Detail Window of the Resources Tab of the Administration Page ..................691
Codes Section of the Activity Form Page ......................................................692
Columns Tab of the Customize Cost Worksheet Dialog Box .................................693
Columns Tab of the Customize Project Issues Dialog Box ...................................694
Columns Tab of the Customize Project Statistics Dialog Box ...............................695
Columns Tab of the Customize Risks Portlet Dialog Box.....................................695
Columns Tab of the Customize Scorecards Dialog Box of the Portfolio Views Section of the
Customize Dashboard Page ......................................................................697
Columns Tab of the Customize Spreadsheet Dialog Box of the Planning Page ...........698
Common Screen Elements for Customizing Columns or Values.............................699
Communication Center Portlet of the Dashboards and Workspace Page..................699
Content Tab of the Customize Dashboard Page ..............................................700
Content Tab of the Customize Workgroup Workspace Page ................................701
Content Tab of the User Interface View Details Page .......................................702
Content Tab of the Workspace Details Page ..................................................707
Contract Documents Portlet of the Workspace Page ........................................708
Contract Issues Portlet of the Workspace Page...............................................708
Contract Management Page of the Project Preferences Dialog Box .......................709
Contract Management Section of the Content Tab of the Customize Dashboard Page .709
Contract Management Section of the Content Tab of the Customize Workspace Page .710
Contract Reports Portlet of the Workspace Page.............................................711
Copy Project Options Dialog Box................................................................712
Cost Accounts Page ...............................................................................714
Cost Worksheet Portlet of the Dashboards or Workspace Page ............................715
Count Dialog Box of the Users Page ............................................................715

25. Contents
25
Create Filter Dialog Box of the Assignments Page............................................716
Create or Modify Filter Dialog Box of the Activities Page ...................................717
Create Portfolio Page.............................................................................717
Create Portfolio View/Portfolio View Details Page ..........................................719
Critical Activities Behind Schedule Portlet of the Workspace Page .......................722
Currencies Page ...................................................................................723
Currency Section of Global Tab of the My Preferences Page ...............................725
Current Bar Options Dialog Box .................................................................725
Curve Definition Detail Window of the Resource Curves Page..............................727
Custom Field Mapping Tab of the Modify Template Dialog Box of the Import/Export Project
Dialog Box ..........................................................................................727
Custom Portlet of the Dashboards or Workspace Page ......................................728
Custom Portlet Section of the Content Tab of the Workspace Page.......................729
Custom Portlets Section of the Content Tab of the Customize Dashboard Page.........731
Customize Activity List for WBS Dialog Box ...................................................732
Customize Activity Network Dialog Box or Activity Network Tab of the Activities Page732
Customize Activity View Dialog Box ............................................................734
Customize Capacity Planning Chart Tab .......................................................735
Customize Capacity Planning Columns Tab....................................................736
Customize Capacity Planning Dialog Box.......................................................737
Customize Capacity Planning Grouping Tab...................................................738
Customize Capacity Planning Waterline Tab ..................................................739
Customize Chart Dialog Box of the Resource Analysis Chart Portlet.......................740
Customize Chart Dialog Box of the Resource Analysis Tab of the Analysis Page .........741
Customize Columns Dialog Box of the Assignments Detail Window ........................742
Customize Columns Dialog Box or Columns Tab of the Activities Page....................743
Customize Columns Dialog Box or Columns Tab of the Assignments Page ................744
Customize Columns Dialog Box or Columns Tab of the EPS Page...........................745
Customize Cost Worksheet Dialog Box .........................................................746
Customize Dashboard Page ......................................................................747
Customize Detail Windows Dialog Box of the Activities Page...............................748
Customize Detail Windows Dialog Box of the EPS Page......................................748
Customize Dialog Box of the Portfolio View Portlet..........................................749
Customize Dialog Box of the Team Usage Page...............................................751
Customize EPS View Dialog Box .................................................................753
Customize Filters Dialog Box or Filters Tab of the Activities Page.........................754
Customize Filters Dialog Box or Filters Tab of the Assignments Page .....................755
Customize Filters Dialog Box or Filters Tab of the EPS Page................................756
Customize Gantt Chart Options Dialog Box of the Activities Page .........................757
Customize Gantt Chart Options Dialog Box of the Assignments Page......................757
Customize Gantt Chart Options Dialog Box of the EPS Page ................................758
Customize Groupings Dialog Box or Grouping Tab of the Activities Page .................758

26. P6 Help
26
Customize Groupings Dialog Box or Grouping Tab of the Assignments Page..............760
Customize Groupings Dialog Box or Grouping Tab of the EPS Page ........................762
Customize Project Issues Dialog Box ...........................................................764
Customize Project Score Dialog Box of the Project Score Section of the Global Tab of the My
Preferences Page..................................................................................765
Customize Project Statistics Dialog Box .......................................................766
Customize Resource Assignments View Dialog Box of the Assignments Page.............766
Customize Risks Dialog Box ......................................................................767
Customize Scorecard Columns Tab .............................................................768
Customize Scorecard Dialog Box ................................................................769
Customize Scorecard Dialog Box of the Portfolio Views Section of the Customize Dashboard
Page.................................................................................................769
Customize Scorecard Group Tab ................................................................770
Customize Scorecard Waterline Tab............................................................771
Customize Spreadsheet Dialog Box of the Planning Page....................................773
Customize Spreadsheet or Histogram Dialog Box of the Analysis Page....................773
Customize Toolbar Items Dialog Box ...........................................................775
Customize Toolbar Items Dialog Box of the Assignments Page .............................775
Customize Usage Options or Usage Tab of the Assignments Page..........................776
Dashboards Page ..................................................................................778
Data Limits Page ..................................................................................779
Date Format Section of the Global Tab of the My Preferences Page ......................780
Day View Detail Window of the Calendar View of the Activities Page ....................781
Defaults Page of the Project Preferences Dialog Box........................................782
Definition Tab of the Create Filter Dialog Box of the Assignments Page..................785
Definition Tab of the Create or Modify Filter Dialog Box....................................787
Description Detail Window of the Cost Accounts Page ......................................789
Description Detail Window of the EPS Page ...................................................790
Description Detail Window of the Funding Sources Page....................................790
Description Detail Window of the OBS Page...................................................791
Description Detail Window of the Reports Page ..............................................791
Description Detail Window of the Risk Scoring Matrices Page ..............................792
Description Detail Window of the Risks Page .................................................792
Description Detail Window of the Roles Tab of the Administration Page .................793
Description Tab of the Document Details Page (with content repository)................793
Description Tab of the Documents Details Page or Dialog Box (without content repository)
.......................................................................................................794
Document Categories Page ......................................................................795
Document Details Dialog Box ....................................................................796
Document Details Section of the Documents Page (with content repository)............797
Document Review Details Dialog Box...........................................................798
Document Reviews Portlet of the Dashboards Page..........................................799

27. Contents
27
Document Statuses Page .........................................................................800
Document UDFs Page .............................................................................800
Documents Detail Window of the Activities Page ............................................801
Documents Details Page of the Activity Form Page ..........................................802
Documents Page (with content repository)....................................................803
Documents Page (without content repository)................................................804
Documents Portlet of the Workgroup Workspace Page ......................................804
Documents Section of the Activity Form Page ................................................805
Earned Value Page ................................................................................806
Earned Value Performance Portlet of the Dashboards and Workspace Page .............807
Edit Dates and Constraints Page of the Activity Form Page.................................809
Edit Day Dialog Box of Calendars ...............................................................812
Edit Duration and Units Page of the Activity Form Page ....................................814
Edit Relationship Dialog Box of the Activities Page ..........................................816
Edit Resource Assignment Section of Activity Details of the Resources Dialog Box .....817
Edit Resource or Role Details Page of the Open Requests for Resources Portlet ........818
Edit Spending and Benefit Plans of Project Page.............................................819
Effect Detail Window of the Risks Page........................................................820
Enterprise Data Page .............................................................................821
Enterprise Project Data Dialog Box.............................................................823
Enterprise Resource Data Dialog Box...........................................................825
EPS and Projects Detail Window of the Project Security Profiles Page ...................826
EPS Budget Log Detail Window of the EPS Page ..............................................829
EPS Funding Detail Window of the EPS Page ..................................................830
EPS General Detail Window of the EPS Page ..................................................830
EPS Notebooks Detail Window of the EPS Page ...............................................831
EPS Page............................................................................................832
EPS Table Format of the EPS Page..............................................................833
Exceptions Section of the Leveling Report Log ...............................................835
Exceptions Section of the Scheduling Report Dialog Box of the Activities Page .........835
Expense Categories Page.........................................................................836
Expense Details Page of the Activity Form Page..............................................836
Expense UDFs Page................................................................................839
Expenses Detail Window of the Activities Page...............................................839
Expenses Section of the Activity Form Page ..................................................842
Export Tab of the Import/Export Project Dialog Box ........................................843
Feedback Detail Window of the Activities Page ..............................................844
Filter Tab of the Customize Project Issues Dialog Box.......................................845
Filter Tab of the Customize Risks Dialog Box .................................................846
Financial Periods Page............................................................................847
Formula Detail Window of the Project UDFs Page............................................848
Funding Detail Window of the EPS Page .......................................................849

28. P6 Help
28
Funding Sources Page.............................................................................849
Gantt Chart Format of the EPS Page ...........................................................850
Gantt Chart Tab of the Activities Page ........................................................851
Gantt Chart Tab of the Assignments Page .....................................................853
Gantt Chart Tab of the EPS Page ...............................................................854
General Detail Window of the Activities Page ................................................855
General Detail Window of the EPS Page .......................................................863
General Detail Window of the Resources Tab of the Administration Page................866
General Page.......................................................................................868
General Page of the Project Preferences Dialog Box ........................................869
General Section of the Activity Form Page....................................................870
General Section of the Content Tab of the Customize Dashboard Page ..................874
General Section of the Global Tab of the My Preferences Page............................875
General Tab of the Add Project Dialog Box ...................................................876
General Tab of the Add Project Template Dialog Box .......................................877
General Tab of the Customize Spreadsheet Dialog Box of the Planning Page............879
General Tab of the Document Details Page or Dialog Box (with content repository) ...880
General Tab of the Documents Details Page or Dialog Box (without content repository)883
General Tab of the Modify Template Dialog Box of the Import/Export Project Dialog Box885
General Tab of the Scheduling Options Dialog Box...........................................886
Generate Financial Periods Dialog Box of the Financial Periods Page.....................888
Generate Timesheet Periods Dialog Box of the Timesheet Periods Page .................890
Global Calendars Page............................................................................890
Global Data Detail Window of the Global Security Profiles Page ..........................891
Global Data Section of the Import Tab of the Import/Export Project Dialog Box .......893
Global Scheduled Services Dialog Box..........................................................894
Global Security Profiles Page....................................................................895
Global Tab of the My Preferences Page........................................................896
Group Tab of the Customize Cost Worksheet Dialog Box....................................897
Group Tab of the Customize Project Issues Dialog Box......................................898
Group Tab of the Customize Project Statistics Dialog Box..................................900
Group Tab of the Customize Scorecard Dialog Box of the Portfolio Views Section of the
Customize Dashboard Page ......................................................................901
Hard Constraints - Constraints That Prevent Activities Being Moved Section of the Schedule
Check Report Dialog Box .........................................................................902
History Dialog Box.................................................................................904
History of Workflow Instance Dialog Box ......................................................904
History Tab of the Document Details Page or Dialog Box (with content repository) ....906
ID Lengths Page....................................................................................907
Impacts Detail Window of the Risk Scoring Matrices Page ..................................907
Import Calendar Events Dialog Box .............................................................908
Import Tab of the Import/Export Project Dialog Box ........................................909

29. Contents
29
Import/Export Project Dialog Box ..............................................................910
Index Performance Portlet of the Dashboards and Workspace Page.......................911
Indicators Detail Window of the Project UDFs Page .........................................913
Invalid Progress Dates - Activities with Actual Dates After the Data Date Section of the
Schedule Check Report Dialog Box .............................................................914
Invalid Progress Dates - Incomplete Activities Before the Data Date Section of the Schedule
Check Report Dialog Box .........................................................................916
Issue Codes Page ..................................................................................917
Issue Codes Section of the Issue Forms Page..................................................918
Issue Details Page .................................................................................918
Issue Form Tab of the Issue Forms Page .......................................................921
Issue Forms Page ..................................................................................923
Issue UDFs Page....................................................................................924
Issues Detail Window of the Activities Page...................................................925
Issues Detail Window of the EPS Page..........................................................926
Issues Page .........................................................................................927
Issues Portlet of the Workgroup Workspace Page ............................................929
Issues Section of the Global Tab of the My Preferences Page ..............................931
Lags - Relationships with a Positive Lag Duration Section of the Schedule Check Report Dialog
Box ..................................................................................................933
Large Durations - Activities That Have a Remaining Duration Greater Than 352 Hours Section
of the Schedule Check Report Dialog Box .....................................................934
Large Float - Activities with a Total Float Greater Than 352 Hours Section of the Schedule
Check Report Dialog Box .........................................................................935
Late Activities - Activities Scheduled to Finish Later Than the Project Baseline Section of the
Schedule Check Report Dialog Box .............................................................936
Layout Tab of the Customize Dashboard Page ................................................937
Layout Tab of the Customize Workgroup Workspace Page..................................938
Layout Tab of the Workspace Details Page....................................................939
Level Resources Dialog Box of the Activities Page ...........................................939
Leveling Report Log...............................................................................940
Leveling Results Section of the Leveling Report Log.........................................941
Leveling Settings Section of the Leveling Report Log........................................942
Leveling Warnings Section of the Leveling Report Log ......................................944
Levels Detail Window of the Risk Thresholds Page...........................................944
Limits Detail Window of the Roles Tab of the Administration Page .......................945
Links to Closed Projects - Activities with Links to Closed Projects Section of the Schedule
Check Report Dialog Box .........................................................................946
Locations Page.....................................................................................947
Logic - Activities Missing Predecessors or Successors Section of the Schedule Check Report
Dialog Box ..........................................................................................948
Long Lags - Relationships with a Lag Duration Greater Than 352 Hours Section of the Schedule
Check Report Dialog Box .........................................................................950

30. P6 Help
30
Manage Dashboards Page.........................................................................951
Manage Portfolio Views Page ....................................................................952
Manage Portfolios Page...........................................................................953
Manage Scenarios Page...........................................................................954
Milestone Status Portlet of the Workspace Page .............................................956
Modify Template Dialog Box of the Import/Export Project Dialog Box....................957
Module Access Detail Window of the Users Page .............................................958
My Activities Portlet of the Dashboards Page .................................................960
My Calendar Dialog Box ..........................................................................961
My Calendar Portlet of the Dashboards Page..................................................962
My Documents Portlet of the Dashboards Page ...............................................963
My Issues Portlet of the Dashboards Page .....................................................964
My Preferences Page..............................................................................965
My Projects Portlet of the Dashboards Page ..................................................966
My Reviews Tab of the Document Reviews Portlet of the Dashboards Page..............967
My Risks Portlet of the Dashboards Page ......................................................968
My Workflows Tab of the Workflows Portlet of the Dashboards Page .....................970
My Workgroups Portlet of the Dashboards Page ..............................................972
Negative Float - Activities with a Total Float Less Than 0 Section of the Schedule Check
Report Dialog Box .................................................................................973
Negative Lags - Relationships with a Lag Duration of Less Than 0 Section of the Schedule
Check Report Dialog Box .........................................................................974
Notebook Details Page of the Activity Form Page............................................975
Notebook Section of Activity Details of the Resources Dialog Box.........................976
Notebook Section of the Activity Details Dialog Box .........................................977
Notebook Section of the Activity Form Page..................................................978
Notebook Topics Page ............................................................................978
Notebook Topics Portlet of the Workspace Page - DELETE..................................979
Notebooks Detail Window of the Activities Page .............................................980
Notebooks Detail Window of the EPS Page ....................................................981
Notebooks Tab of the Modify Project Template Dialog Box of the Import/Export Project Dialog
Box ..................................................................................................981
Notes Detail Window of the Resources Tab of the Administration Page ..................982
Notes Detail Window of the Risks Page ........................................................983
OBS Page ...........................................................................................983
Open a Request for a Resource Dialog Box ....................................................984
Open Portfolio Dialog Box........................................................................985
Open Projects Dialog Box ........................................................................986
Open Requests for Resources Portlet of the Dashboards Page .............................987
Options Tab of the Level Resources Dialog Box of the Activities Page ....................988
Options Tab of the Report Settings Dialog Box ...............................................990
Overallocated Resources Portlet of the Workspace Page ...................................992

31. Contents
31
Overallocation Report ............................................................................993
Overhead Codes Page.............................................................................995
Password Tab of the My Preferences Page ....................................................995
Performance Threshold Section of the Content Tab of the Workspace Page.............996
Performance Threshold Section of the Global Tab of the My Preferences Page .........998
Personal Information Section of the Content Tab of the Customize Dashboard Page. 1000
Planning Page.................................................................................... 1002
Portfolio Analysis Page ......................................................................... 1005
Portfolio Capacity Planning Page ............................................................. 1006
Portfolio Details Page........................................................................... 1008
Portfolio Gantt Chart Page .................................................................... 1010
Portfolio Performance Status Page ........................................................... 1012
Portfolio ROI Page............................................................................... 1016
Portfolio Scenario Details Page ............................................................... 1018
Portfolio Scenario Notes Dialog Box .......................................................... 1019
Portfolio Scenario Save As Dialog Box........................................................ 1020
Portfolio View Portlet of the Dashboards Page ............................................. 1021
Portfolio View Save As Dialog Box ............................................................ 1023
Portfolio Views Section of the Content Tab of the Customize Dashboard Page........ 1024
Portfolios Page .................................................................................. 1026
Predecessors Detail Window of the Activities Page ........................................ 1027
Predecessors Section of the Relationships Section of the Activity Form Page ......... 1029
Prices Detail Window of the Roles Tab of the Administration Page ..................... 1030
Private Documents Tab of the My Documents Portlet of the Dashboards Page (with content
repository) ....................................................................................... 1031
Probability and Impact Diagram Detail Window of the Risk Scoring Matrices Page ... 1032
Probability and Impact Diagram Detail Window of the Risks Page....................... 1032
Probability Detail Window of the Risk Scoring Matrices Page............................. 1033
Progress Reporter Page of the Project Preferences Dialog Box .......................... 1034
Project Access Detail Window of the Users Page........................................... 1034
Project Budget Log Detail Window of the EPS Page........................................ 1035
Project Calendar Portlet of the Workspace Page........................................... 1036
Project Calendars Page......................................................................... 1037
Project Codes Page ............................................................................. 1037
Project Collaboration Section of the Content Tab of the Workspace Details Page.... 1039
Project Data Detail Window of the Project Security Profiles Page ...................... 1039
Project Data Section of the Import Tab of the Import/Export Project Dialog Box .... 1041
Project Documents Portlet of the Workspace Page (with content repository)......... 1042
Project Documents Portlet of the Workspace Page (without content repository)..... 1042
Project Gantt Chart Portlet of the Dashboards Page ...................................... 1043
Project Health Portlet of the Dashboards and Workspace Page.......................... 1045
Project Issues Portlet of the Workspace Page .............................................. 1046

32. P6 Help
32
Project Notebooks Portlet of the Dashboards and Workspace Page ..................... 1048
Project Performance Section of the Content Tab of the Customize Dashboard Page. 1049
Project Performance Section of the Content Tab of the Customize Workspace Page 1050
Project Preferences Dialog Box ............................................................... 1052
Project Risks Portlet of the Workspace Page ............................................... 1053
Project Scheduled Services Page ............................................................. 1054
Project Score Section of Global Tab of the My Preferences Page........................ 1056
Project Section of the Content Tab of the Customize Workspace Page................. 1056
Project Security Profiles Page................................................................. 1058
Project Statistics Page ......................................................................... 1059
Project Statistics Portlet of the Dashboards or Workspace Page......................... 1061
Project Tab of the Documents Page (with content repository)........................... 1063
Project Tab of the Documents Portlet of the Workgroup Workspace Page............. 1063
Project Tab of the Project Documents Portlet of the Workspace Page (with content
repository) ....................................................................................... 1064
Project UDFs Page............................................................................... 1065
Projects Checked Have Links to the Following Closed Projects Section of the Schedule Check
Report Dialog Box ............................................................................... 1066
Projects Checked Section of the Schedule Check Report Dialog Box .................... 1067
Projects Detail Window of the Risk Scoring Matrices Page................................ 1068
Projects Section ................................................................................. 1069
Rate Types Page................................................................................. 1070
Recalculate Assignment Costs Log ............................................................ 1070
Recent Documents Tab of the My Documents Portlet of the Dashboards Page ........ 1071
Reject Document Review Dialog Box ......................................................... 1072
Related Applications Detail Window of the Project Security Profiles Page............. 1073
Related Items Tab of the Document Details Page (with content repository)........... 1074
Related Items Tab of the Document Details Page or Dialog Box (without content repository)
..................................................................................................... 1075
Relationship Types - The Majority of Relationships Should be Finish to Start Section of the
Schedule Check Report Dialog Box ........................................................... 1076
Relationships Details Page of the Activity Form Page ..................................... 1078
Relationships Section of the Activity Form Page ........................................... 1079
Report Settings Dialog Box..................................................................... 1080
Report Settings Dialog Box (Add Report Schedule)......................................... 1082
Reports Page..................................................................................... 1083
Reports View of the Reports Page ............................................................ 1083
Request for Information (RFI) Portlet of the Workspace Page............................ 1085
Resource Analysis Chart Portlet of the Dashboards Page.................................. 1085
Resource Analysis Tab of the Analysis Page ................................................. 1087
Resource Assignments Detail Window of the Project Security Profiles Page ........... 1088
Resource Calendars Page....................................................................... 1090

33. Contents
33
Resource Codes Page ........................................................................... 1091
Resource Curves Page .......................................................................... 1091
Resource Details Page of the Activity Form Page .......................................... 1092
Resource Search Criteria Dialog Box.......................................................... 1095
Resource Search Results Dialog Box .......................................................... 1099
Resource Staffing Dialog Box .................................................................. 1101
Resource Staffing Dialog Box of the Team Usage Page .................................... 1104
Resource Tab of the Modify Template Dialog Box of the Import/Export Project Dialog Box
..................................................................................................... 1104
Resource Team Summary Portlet of the Dashboards Page ................................ 1106
Resource Teams Detail Window of the Resources Tab of the Administration Page.... 1107
Resource Teams Tab of the Administration Page........................................... 1108
Resource UDFs Page ............................................................................ 1108
Resource Usage Tab of the Analysis Page.................................................... 1109
Resource/Cost - Activities That Do Not Have an Expense or a Resource Assigned Section of the
Schedule Check Report Dialog Box ........................................................... 1110
Resources Detail Window of the Global Security Profiles Page........................... 1111
Resources Detail Window of the Resource Teams Tab of the Administration Page.... 1113
Resources Detail Window of the Roles Tab of the Administration Page................. 1114
Resources Page .................................................................................. 1115
Resources Section of Activity Details of the Resources Dialog Box ...................... 1115
Resources Section of the Activity Details Dialog Box ...................................... 1118
Resources Section of the Activity Form Page ............................................... 1119
Resources Section of the Content Tab of the Customize Dashboard Page .............. 1122
Resources Section of the Global Tab of the My Preferences Page ....................... 1123
Resources Tab of the Administration Page .................................................. 1126
Resources Tab of the Level Resources Dialog Box of the Activities Page ............... 1130
Response Plans Detail Window of the Risks Page........................................... 1130
Responsibility Detail Window of the OBS Page.............................................. 1134
Review Status Updates Dialog Box............................................................ 1135
RFI Turnaround Portlet of the Workspace Page............................................. 1138
Risk Categories Page............................................................................ 1139
Risk Scoring Matrices Page..................................................................... 1139
Risk Thresholds Page............................................................................ 1141
Risk UDFs Page................................................................................... 1142
Risks Detail Window of the Activities Page.................................................. 1142
Risks Detail Window of the EPS Page......................................................... 1145
Risks Page ........................................................................................ 1148
ROI Details Page................................................................................. 1152
Role Teams Detail Window of the Roles Tab of the Administration Page............... 1154
Role Teams Tab of the Administration Page ................................................ 1155
Role Usage Tab of the Analysis Page ......................................................... 1156

34. P6 Help
34
Roles Detail Window of the Resources Tab of the Administration Page................. 1157
Roles Detail Window of the Role Teams Tab of the Administration Page............... 1158
Roles Tab of the Administration Page........................................................ 1159
Safety Portlet of the Workspace Page ....................................................... 1160
Schedule Check Report Dialog Box ........................................................... 1161
Schedule Detail Window of the Reports Page............................................... 1162
Schedule Performance Portlet of the Dashboards and Workspace Page ................ 1164
Schedule Project Dialog Box of the Activities Page ........................................ 1166
Schedule Tab of the Report Settings Dialog Box............................................ 1167
Schedules View of the Reports Page ......................................................... 1168
Scheduling Options Dialog Box ................................................................ 1169
Scheduling Report Dialog Box of the Activities Page....................................... 1170
Scheduling Results Section of the Leveling Report Log.................................... 1171
Scheduling Results Section of the Scheduling Report Dialog Box of the Activities Page1172
Scheduling Settings Section of the Leveling Report Log................................... 1173
Scheduling Settings Section of the Scheduling Report Dialog Box of the Activities Page1175
Select Projects Dialog Box of the Activity Codes - Project Page ......................... 1177
Select Projects Dialog Box of the Project Calendars Page ................................ 1177
Send Projects to ERP Dialog Box of the Activities Page ................................... 1178
Service Settings Detail Window ............................................................... 1179
Service Status Dialog Box ...................................................................... 1180
Service Summary Detail Window.............................................................. 1181
Services Page .................................................................................... 1182
Services Page of the Project Preferences Dialog Box ...................................... 1184
Set Time Periods Dialog Box of Calendars ................................................... 1185
Settings Detail Window of the Resources Tab of the Administration Page ............. 1186
Soft Constraints - Constraints That Do Not Prevent Activities Being Moved Section of the
Schedule Check Report Dialog Box ........................................................... 1188
Standard Work Week Tab of the Global Calendars Page .................................. 1189
Standard Work Week Tab of the Project Calendars Page ................................. 1190
Standard Work Week Tab of the Resource Calendars Page ............................... 1191
Standard Work Week Tab of the View Calendar Dialog Box............................... 1193
Standard Work Week Tab of the View Calendar Dialog Box............................... 1194
Start Review Dialog Box ........................................................................ 1195
Statistics Section of the Leveling Report Log ............................................... 1197
Statistics Section of the Scheduling Report Dialog Box of the Activities Page ......... 1197
Status Section of the Activity Form Page .................................................... 1198
Status Tab of the Import/Export Project Dialog Box....................................... 1202
Status Update History Detail Window of the Activities Page ............................. 1203
Step Templates Page ........................................................................... 1205
Step UDFs Page .................................................................................. 1206
Steps Detail Window of the Activities Page ................................................. 1207

35. Contents
35
Steps Detail Window of the Step Templates Page.......................................... 1208
Steps Details Dialog Box........................................................................ 1209
Steps Details of Activity Details of the Resources Dialog Box ............................ 1210
Steps Details Page of the Activity Form Page ............................................... 1211
Steps Section of Activity Details of the Resources Dialog Box............................ 1212
Steps Section of the Activity Details Dialog Box ............................................ 1214
Steps Section of the Activity Form Page..................................................... 1215
Store Period Performance Dialog Box of the Activities Page ............................. 1216
Store Period Performance Log................................................................. 1217
Submittals Portlet of the Workspace Page .................................................. 1218
Successors Detail Window of the Activities Page ........................................... 1219
Successors Section of the Relationships Section of the Activity Form Page ............ 1221
Summary Indicators Detail Window of the Project UDFs Page............................ 1223
Team Member Applications Page of the Project Preferences Dialog Box ............... 1224
Team Usage Page................................................................................ 1225
Templates Detail Window of the Global Security Profiles Page .......................... 1228
Time Periods Page .............................................................................. 1229
Time Units Format Section of the Global Tab of the My Preferences Page............. 1230
Timesheet Approval Page ...................................................................... 1231
Timesheet Notes Dialog Box ................................................................... 1233
Timesheet Periods Page........................................................................ 1234
Timesheet Table of the Timesheet Approval Page ......................................... 1234
Timesheets Detail Window of the Project Security Profiles Page........................ 1235
Timesheets Page ................................................................................ 1236
Tolerance Detail Window of the Risk Scoring Matrices Page.............................. 1237
Tools Detail Window of the Global Security Profiles Page ................................ 1238
Tools Detail Window of the Project Security Profiles Page ............................... 1240
Trace Logic Detail Window of the Activities Page.......................................... 1241
Units and Prices Detail Window of the Resources Tab of the Administration Page.... 1242
Units of Measure Page .......................................................................... 1243
Usage Page of the Resource Team Summary Portlet of the Dashboards Page.......... 1244
Used By Tab of the Global Calendars Page .................................................. 1245
Used By Tab of the Project Calendars Page ................................................. 1246
Used By Tab of the Resource Calendars Page............................................... 1246
User Access Page ................................................................................ 1247
User Defined Fields Section of the Issue Forms Page ...................................... 1247
User Defined Section of the Activity Form Page............................................ 1248
User Interface View Details Page ............................................................. 1249
User Interface Views Page ..................................................................... 1250
User Sessions Page .............................................................................. 1251
Users Detail Window of the OBS Page........................................................ 1252
Users Page........................................................................................ 1253

36. P6 Help
36
Users Tab of the User Interface View Details Page......................................... 1256
Version Tab of the Document Details Page or Dialog Box (with content repository).. 1257
View Calendar Dialog Box...................................................................... 1259
View Calendar Dialog Box...................................................................... 1259
View Tab of the My Preferences Page........................................................ 1260
Views and Reports Detail Window of the Global Security Profiles Page ................ 1264
Views and Reports Detail Window of the Project Security Profiles Page ............... 1265
Warnings Section of the Leveling Report Log ............................................... 1266
Warnings Section of the Scheduling Report Dialog Box of the Activities Page ......... 1267
WBS Budget Log Detail Window of the Activities Page .................................... 1268
WBS Categories Page ........................................................................... 1269
WBS Documents Detail Window of the Activities Page .................................... 1270
WBS Earned Value Detail Window of the Activities Page.................................. 1271
WBS General Detail Window of the Activities Page ........................................ 1273
WBS Issues Detail Window of the Activities Page........................................... 1276
WBS Milestones Detail Window of the Activities Page ..................................... 1278
WBS Notebooks Detail Window of the Activities Page ..................................... 1278
WBS UDFs Page .................................................................................. 1279
Workflow Section of the Content Tab of the Customize Dashboard Page............... 1280
Workflows Portlet of the Dashboards Page.................................................. 1280
Workgroup Tab of the Documents Portlet of the Workgroup Workspace Page......... 1281
Workgroups Details Page ....................................................................... 1282
Workgroups Portlet of the Workspace Page ................................................. 1283
Workspace Details Page ........................................................................ 1283
Workspace of Workgroup Page ................................................................ 1284
Workspace Page ................................................................................. 1285
WP & Docs Tab of the Documents Page (with content repository) ...................... 1286
WP & Docs Tab of the Project Documents Portlet of the Workspace Page (with content
repository) ....................................................................................... 1287
Reference Topics ..................................................................................1289
Action Required for Document Reviews Toolbar............................................ 1289
Action Required for Workflows Toolbar...................................................... 1289
Actions Menu of the Assignments Page....................................................... 1291
Actions Menu on the Activities Page.......................................................... 1292
Actions Menu on the EPS Page................................................................. 1295
Activities Toolbar ............................................................................... 1297
Publication columns of the EPS Table........................................................ 1298
Activity Count Columns of the Activity Table............................................... 1298
Activity Steps Columns of the Activity Table................................................ 1299
Activity View Toolbar........................................................................... 1299
Applying Actuals Based on the Auto Compute Actuals Method ........................... 1300
Applying Actuals Based on the Timesheets Method ........................................ 1301

37. Contents
37
Assignments Toolbar ............................................................................ 1302
Assignments Toolbar of the Activities Page ................................................. 1304
Assignments View Toolbar ..................................................................... 1305
Available Columns of the Activities Page .................................................... 1306
Available Columns of the Assignments Detail Window of the Activities Page .......... 1332
Available Columns of the Assignments Page ................................................ 1339
Available Columns of the EPS Page ........................................................... 1351
Baseline Columns of the EPS Table ........................................................... 1376
Baselines Dialog Box Toolbar .................................................................. 1377
Bubble Chart Settings Area .................................................................... 1378
Budget Columns of the EPS Table............................................................. 1378
Budget Log Toolbar ............................................................................. 1380
Capacity Planning Chart Toolbar.............................................................. 1381
Capacity Planning Toolbar ..................................................................... 1383
Codes Toolbar of the Activities Page......................................................... 1384
Codes Toolbar of the EPS Page................................................................ 1385
Cost Columns of the EPS Table................................................................ 1385
Costs Columns of the Activity Table.......................................................... 1389
Costs Columns of the Assignments Table .................................................... 1393
Dates Columns of the Activity Table ......................................................... 1394
Dates Columns of the Assignments Table.................................................... 1398
Dates Columns of the EPS Table .............................................................. 1400
Document Search Criteria...................................................................... 1402
Document Security (Reference)............................................................... 1403
Documents Toolbar of the Activities Page................................................... 1403
Documents Toolbar of the Documents Page (without Content Repository)............. 1404
Documents Toolbar of the Project Documents Portlet (without Content Repository) 1405
Durations Columns of the Activity Table..................................................... 1405
Durations Columns of the Assignments Table ............................................... 1407
Durations Columns of the EPS Table.......................................................... 1408
Earned Value Columns of the Activity Table ................................................ 1410
Earned Value Columns of the EPS Table ..................................................... 1413
Edit Menu of the Assignments Page........................................................... 1417
Edit Menu on the Activities Page.............................................................. 1418
Edit Menu on the EPS Page..................................................................... 1420
Enterprise Data Activity Codes Toolbar...................................................... 1421
Enterprise Data Baseline Types Toolbar ..................................................... 1423
Enterprise Data Categories Toolbar .......................................................... 1424
Enterprise Data Cost Accounts Toolbar ...................................................... 1425
Enterprise Data Currencies Toolbar .......................................................... 1427
Enterprise Data Document Statuses Toolbar ................................................ 1428
Enterprise Data Financial Periods Toolbar................................................... 1429

38. P6 Help
38
Enterprise Data Funding Sources Toolbar.................................................... 1430
Enterprise Data Global Calendar Toolbar.................................................... 1432
Enterprise Data Issue Codes Toolbar ......................................................... 1433
Enterprise Data Locations Toolbar............................................................ 1435
Enterprise Data Notebook Topics Toolbar ................................................... 1436
Enterprise Data Overhead Codes Toolbar.................................................... 1437
Enterprise Data Project Calendar Toolbar................................................... 1438
Enterprise Data Project Codes Toolbar ...................................................... 1439
Enterprise Data Rate Types Toolbar.......................................................... 1441
Enterprise Data Resource Calendar Toolbar................................................. 1442
Enterprise Data Resource Codes Toolbar .................................................... 1444
Enterprise Data Resource Curves Toolbar ................................................... 1445
Enterprise Data Risk Categories Toolbar..................................................... 1446
Enterprise Data Risk Scoring Matrices Toolbar.............................................. 1448
Enterprise Data Timesheet Periods Toolbar................................................. 1450
Enterprise Data Units of Measure Toolbar ................................................... 1451
EPS Toolbar ...................................................................................... 1452
EPS View Toolbar................................................................................ 1452
Expenses Toolbar of the Activities Page ..................................................... 1453
Filters Toolbar for Resource Assignments ................................................... 1454
Filters Toolbar for Activities or EPS Elements .............................................. 1455
Funding Toolbar ................................................................................. 1456
General Columns of the Activity Table....................................................... 1456
General Columns of the Assignments Table ................................................. 1461
General Columns of the EPS Table............................................................ 1466
Global Scheduled Services Toolbar ........................................................... 1469
Histogram Chart Settings Area ................................................................ 1469
Issues Toolbar.................................................................................... 1470
Level Resources Dialog Box (Reference) ..................................................... 1471
Lists Columns of the Activity Table........................................................... 1471
Multiple Float Paths of the Activities Table................................................. 1472
My Calendar Dialog Box Toolbar .............................................................. 1472
My Reviews Toolbar............................................................................. 1473
My Workflows Toolbar .......................................................................... 1474
Notebooks Toolbar .............................................................................. 1475
Number of Activities Columns of the EPS Table ............................................ 1475
Open Projects Dialog Box Toolbar ............................................................ 1476
Overallocation Report Toolbar ................................................................ 1476
P6 Team Member Web Application Field Names............................................ 1477
Pages Supporting Filters........................................................................ 1478
Percent Complete Columns of the Activity Table .......................................... 1478
Percent Complete Columns of the Assignments Table..................................... 1481

39. Contents
39
Percent Complete Columns of the EPS Table ............................................... 1481
Performance Status Calculations ............................................................. 1483
Pie Chart Settings Area......................................................................... 1485
Planning Toolbar ................................................................................ 1486
Portfolio Analysis Settings Area ............................................................... 1487
Portfolio Analysis Toolbar...................................................................... 1489
Portfolios Navigation Bar....................................................................... 1490
Predecessors Toolbar of the Activities Page ................................................ 1491
Sample BI Publisher Reports ................................................................... 1491
Preferences Columns of the EPS Table....................................................... 1497
Pre-response Thresholds (Risks)............................................................... 1502
Print Preview Toolbar .......................................................................... 1502
Private Documents Toolbar .................................................................... 1503
Project Gantt Chart Portlet Toolbar ......................................................... 1505
Project Scheduled Services Toolbar .......................................................... 1506
Project Tab Toolbar of the Documents Page................................................ 1508
Project Tab Toolbar of the Documents Portlet of the Workgroup Workspace Page... 1510
Project Tab Toolbar of the Project Documents Portlet ................................... 1512
Recent Documents Toolbar .................................................................... 1513
Related Items Toolbar.......................................................................... 1515
Reports Schedules View Toolbar .............................................................. 1516
Reports View Toolbar........................................................................... 1517
Resource Columns of the Assignments Table................................................ 1518
Resources Navigation Bar ...................................................................... 1520
Resources Tab Toolbar ......................................................................... 1520
Response Plans Toolbar ........................................................................ 1523
Risk Activities Toolbar.......................................................................... 1523
Risk Exposure (Pre-response).................................................................. 1524
Risk Exposure Calculations..................................................................... 1524
Risk Scoring Method Description .............................................................. 1528
Risk Thresholds Toolbar ........................................................................ 1530
Risks Toolbar..................................................................................... 1531
Risks Toolbar of the Activities and EPS Pages............................................... 1533
Roles Tab Toolbar ............................................................................... 1534
Schedule Detail Window Toolbar.............................................................. 1536
Scorecard Settings Area ........................................................................ 1537
Select Projects Toolbar ........................................................................ 1537
Service Status Toolbar.......................................................................... 1538
Status Toolbar of the Import/Export Project Dialog Box .................................. 1539
Status Update History Toolbar of the Activities Page...................................... 1539
Step Templates Toolbar........................................................................ 1540
Steps Detail Window Toolbar.................................................................. 1541

40. P6 Help
40
Steps Toolbar of the Activities Page ......................................................... 1542
Successors Toolbar of the Activities Page ................................................... 1543
Summary Columns of the EPS Table .......................................................... 1543
Teams Tabs Toolbar ............................................................................ 1544
Text Editor Toolbar ............................................................................. 1545
Timesheet Activities Work Area Toolbar..................................................... 1546
Timesheet Approval Toolbar................................................................... 1548
Timesheet Feedback Columns of the Activity Table ....................................... 1549
Toolbars Sub-Menu of the View Menu ........................................................ 1550
Trace Logic Toolbar of the Activities Page .................................................. 1550
Units Columns of the Activity Table.......................................................... 1551
Units Columns of the Assignments Table .................................................... 1553
Units Columns of the EPS Table............................................................... 1555
User Access OBS Toolbar ....................................................................... 1556
User Access Security Profiles Toolbar ........................................................ 1558
User Access Users Toolbar ..................................................................... 1559
User Defined Fields Toolbar ................................................................... 1561
View Menu of the Assignments Page.......................................................... 1562
View Menu on the Activities Page ............................................................ 1564
View Menu on the EPS Page.................................................................... 1567
WBS Documents Toolbar of the Activities Page............................................. 1569
WBS Earned Value Toolbar..................................................................... 1570
WBS General Toolbar of the Activities Page ................................................ 1570
WBS Milestones Toolbar of the Activities Page ............................................. 1570
Workgroup Tab Toolbar of the Documents Portlet of the Workgroup Workspace Page1571
WP & Docs Tab Toolbar ........................................................................ 1573

41. 41
In This Section
Where to Get Documentation................................................................................41
Where To Get Training..............................................................................................44
Where to Get Support..............................................................................................44
Documentation Accessibility ..................................................................................45
Where to Get Documentation
For the most up-to-date versions of all manuals and technical documents related to
installing, administering, and using P6 EPPM, go to:
http://download.oracle.com/docs/cd/E25030_01/index.htm
Most documentation assumes a standard setup of the product, with full access rights to
all features and functions.
You can also access the versions of the product manuals and technical documents that
were available at the time of the release from the P6 EPPM Documentation Center,
located in the DocumentationDocumentation_librarylanguage folder of the P6 EPPM
physical media or download.
The following table describes the core documents available for P6 EPPM and lists the
recommended readers by role. P6 EPPM roles are described in the Planning Your P6
EPPM Implementation guide.
Title Description
What's New in P6 EPPM Highlights the new and enhanced features included in
this release.
You can also use the P6 EPPM Cumulative Feature
Overview Tool to identify the features that have been
added since a specific release level.
All users should read this guide.
Planning Your P6 EPPM
Implementation
This book provides information on planning your
implementation. It provides an installation process
overview, frequently asked questions, client and server
requirements, and security information.
The P6 EPPM network administrator/database
administrator and P6 administrator should read this
Preface

42. P6 Help
42
Title Description
guide.
P6 EPPM Installation
and Configuration
Guide
This documentation set explains how to install and
configure the P6 EPPM using the P6 EPPM Installation
and Configuration wizards.
The P6 EPPM network administrator/database
administrator and P6 administrator should read this
guide.
P6 EPPM Installation
and Manual
Configuration Guide
This documentation set explains how to install and
configure the P6 EPPM using the P6 EPPM Installation
wizards, and how to manually configure individual
components.
The P6 EPPM network administrator/database
administrator and P6 administrator should read this
guide.
P6 EPPM Post
Installation
Administrator's Guide
Once you have installed and configured your P6 EPPM
applications, this guide will tell you how to get started
using them. You will want to complete most of the tasks
in this guide before you let your users work with these
applications. These tasks include information about
configuring your users and security settings and
privileges, setting your P6 Administrator application and
P6 Progress Reporter Administrator settings, and
finalizing your P6 Integration API and P6 EPPM Web
Services settings.
The P6 EPPM network administrator/database
administrator and P6 administrator should read this
guide.
Tested Configurations Lists the configurations that have been tested and
verified to work with P6 EPPM. The network
administrator/database administrator and P6 EPPM
administrator should read this document.
P6 EPPM User's Guide This guide explains how to plan, set up, and manage
projects in a multiuser environment. If you are new to P6
EPPM, start with this guide to learn how to use the
software effectively to plan and manage projects.
When you need more detail, refer to the P6 Help. The
program manager, project manager, resource/cost
manager, and team leader should read this guide.
P6 Data Dictionary This data dictionary defines fields used in P6.

43. Preface
43
Title Description
P6 Team Member
User's Guide
This guide explains how to status activities using P6 Team
Member applications, which are P6 Team Member
Web, P6 Team Member for iPhone, and E-mail Statusing
Service.
P6 Team Member Web
Help
Describes how to use P6 Team Member Web to provide
status on activities. Team members should read this
Help.
P6 Team Member for
iPhone Help
Describes how to use the P6 Team Member for iPhone
app to provide status on activities. Team members
should read this Help.
P6 Professional for
EPPM Help
Explains how to use P6 Professional for EPPM to plan, set
up, and manage projects in a multiuser environment. If
you are new to P6 Professional, use this Help to learn
how to use the software effectively to plan and
manage projects. The P6 Professional administrator,
program manager, project manager, resource/cost
manager, and team leader should read this Help.
P6 Help Describes how to create, manage, plan, and schedule
projects, group projects into portfolios, administer all
enterprise data, application settings, user accounts,
and security profiles, maintain both the organizational
breakdown structure (OBS) and enterprise project
structure (EPS), manage resources and roles, track risks,
issues, and notebooks, create and reuse templates,
evaluate budgets, analyze performance and ROI for
project portfolios, participate in workflows and
document reviews, approve timesheets, and generate
reports. The operations executive, P6 EPPM and P6
administrator, program manager, project manager,
resource/cost manager, and team leader should read
this Help.
P6 Progress Reporter
Administrator Help
Describes how to enter database connection
information for the P6 Progress Reporter server and
modify P6 Progress Reporter server and application
settings. The P6 EPPM network administrator/database
administrator should read this Help.
P6 Progress Reporter
Help
Describes how to use P6 Progress Reporter to enter and
update time spent on assignments. Team members
should read this Help.

44. P6 Help
44
Title Description
Primavera Timescaled
Logic Diagram Help
Describes how to create, modify, and manage
Timescaled Logic Diagrams. Timescaled Logic Diagrams
condense the project schedule displayed in the Gantt
Chart into a more readable, easier to understand
format that provides a snapshot of the entire project
plan and the chains of activities that drive the project
schedule. The Timescaled Logic Diagram application
can be used only with P6 Professional.
P6 EPPM Web Services
Programmer’s Guide,
and P6 EPPM Web
Services Reference
Manual
The P6 EPPM Web Services Programmer’s Guide,
available as an HTML help system, describes how to
invoke, use, and troubleshoot the available
services/operations within supported environments. The
P6 EPPM Web Services Reference Manual, also
available as an HTML help system, describes all services
and operations available in P6 EPPM Web Services in a
comprehensive manner.
P3 to P6 EPPM
Migration Guide
This guide provides best practices for migrating your P3
data to P6 EPPM, and details how P3 functionality maps
to P6 EPPM functionality.
Distributing Information to the Team
You can copy the online documentation to a network drive for access by project
participants. Each team member can then view or print those portions that specifically
relate to his or her role in the organization.
Throughout this documentation, the Security Guidance icon helps you to quickly
identify security-related content to consider during the installation and configuration
process.
Where To Get Training
To access comprehensive training for all Primavera products, go to:
http://education.oracle.com
Where to Get Support
If you have a question about using Oracle products that you or your network
administrator cannot resolve with information in the documentation or help, click
http://support.oracle.com/. This page provides the latest information on contacting
Oracle Global Customer Support, knowledge articles, and the support renewals process.

45. Preface
45
P6 EPPM integrates with different Oracle applications; when you create a Service
Request, be sure to open the request with the proper Support team. To ensure you reach
the proper Support team, enter the correct product information when you create the
Service Request. Each product has its own support line.
Use the Primavera P6 EPPM support line when you are having installation,
configuration, or connection issues related to P6 EPPM.
Use one of the following support lines when you are having installation or
configuration issues that do not relate to P6 EPPM.
 Oracle WebLogic Server
 Oracle Server
 BI Publisher
 BPM
 Universal Content Management
 Microsoft SharePoint
 Oracle Enterprise Content Management
 Oracle Access Manager
 Oracle AutoVue
Access to Oracle Support
Oracle customers have access to electronic support through My Oracle Support. For
information, visit http://www.oracle.com/us/support/contact-068555.html or visit
http://www.oracle.com/us/corporate/accessibility/support/index.html if you are
hearing impaired.
Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle Accessibility
Program website at http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.

47. 47
In This Section
About Oracle Primavera P6 Enterprise Project Portfolio Management............47
Working with the Oracle Primavera P6 EPPM Suite..............................................48
What's New in P6 EPPM ............................................................................................58
About Oracle Primavera P6 Enterprise Project Portfolio Management
Oracle Primavera P6 Enterprise Project Portfolio Management (P6 EPPM) is a robust and
easy-to-use integrated solution for globally prioritizing, planning, managing, and
executing projects, programs, and portfolios. It optimizes role-specific functionality to
satisfy each team member's needs, responsibilities, and skills. It provides a single solution
for managing projects of any size, adapts to various levels of complexity within a project,
and intelligently scales to meet the needs of various roles, functions, or skill levels in your
organization and on your project team.
Thousands of companies rely on P6 EPPM to:
Plan, schedule, and manage the right strategic mix of projects
Make informed project, cost, and resource management decisions
Enhance team collaboration and workflow productivity
Maximize each project contributor's skills and responsibilities
Track progress and optimize capacity for maximum profitability
Deliver programs and projects on time and within budget
Share data with human capital, financial management, and enterprise resource
planning systems
Actual deployments require a variety of databases, servers, applications, and supporting
technologies. Review the following topics to get a general understanding of the primary
components and functionality of the suite:
About P6 (on page 51)
About P6 Team Member Applications (on page 52)
About P6 Progress Reporter (on page 53)
About Oracle Universal Content Management (on page 54)
About P6 Professional (on page 54)
About Oracle BI Publisher and the OBIEE Platform (on page 55)
About P6 Reporting Database (on page 55)
About P6 Analytics (on page 55)
Introduction

48. P6 Help
48
About the Oracle Business Process Management Suite (on page 57)
About the P6 Integration API (on page 57)
About P6 EPPM Web Services (on page 58)
P6 EPPM also integrates with many other optional solutions such as Primavera Contract
Management, Oracle Primavera Risk Analysis, Oracle PPM, and Primavera Earned Value
Management.
Working with the Oracle Primavera P6 EPPM Suite
Depending on your organization's specific deployment, P6 EPPM generally consists of the
applications, functions, and databases depicted below.
Applications:
P6: Most users will rely almost exclusively on the P6 web application running in a standard
web browser. Simply termed P6, it is the primary interface for administering and
managing projects.
P6 Team Member Applications: Optional applications for team members to use to
provide status on their tasks.

49. Introduction
49
P6 Team Member Web: This web application allows team members to provide status
on their tasks using a web browser.
P6 Team Member for iPhone: This iPhone app allows team members to provide status
on their tasks while working "on the go".
P6 Team Member E-mail Statusing Service: This method allows team members to
provide status on their tasks using any HTML or plain text e-mail application.
P6 Professional for EPPM: The P6 web application is the main interface for all project
management functionality; however, you can also use the P6 Professional software to
take advantage of its core project planning and scheduling functionality. The P6
Professional application and its features, including Timescaled Logic Diagrams (TSLDs),
run on Microsoft Windows. P6 Professional is also available for users who need to work on
their projects in an offline mode.
P6 Progress Reporter: P6 EPPM includes the P6 Progress Reporter integrated timesheet
entry software. Resources use P6 Progress Reporter to record their time spent working on
assignments via electronic timesheets, and approving managers use P6 to review and
approve them.
P6 Integration API: A Java-based application programming interface (API) enabling your
P6 EPPM deployment to interface with other components and systems.
P6 EPPM Web Services : P6 EPPM Web Services is an integration technology that extends
P6 business objects and functionality. Based on open standards including SOAP, XML and
WSDL, P6 EPPM Web Services enables developers to leverage standard interfaces to
create integrated software solutions that interoperate with a wide variety of enterprise
software applications running on a diversity of hardware and operating system platforms.
P6 Analytics: An optional integrated dynamic reporting tool with advanced visual
features, including dashboards.
Functionality (included with P6 EPPM):
Core Enterprise Functionality: Use P6 for all of the following core enterprise functionality:
 Administration and Enterprise Data: Administer user accounts, preferences, views,
application settings, and enterprise data.
 Project, Portfolio, and Resource Management: P6 provides an extensive array of
features designed to optimize all phases of Project Management, Resource
Management, and Portfolio Management. It includes full support for activities,
work breakdown structures, planning and scheduling, costs, resource
administration and assignment, roles, teams, portfolio analysis, capacity planning,
Return on Investment (ROI), and convenient dashboards for measuring
performance at every level at any moment.
 Documents: P6 includes document management support with or without the
optional document repository option. Use the optional document collaboration
features to conduct document reviews with key stakeholders to keep projects
moving or meet regulatory compliance.

50. P6 Help
50
 Workflows: The workflow engine bundled with P6 EPPM provides Business Process
Modeling Notation (BPMN) compliant graphical notation that depicts the steps in
your project initiation workflows. Use the integrated Workflows portlet to
coordinate the sequence of tasks that flow between different process participants
in a series of stages.
 Reports: Generate and view reports using your standard web browser running P6.
Reports can be generated and routed via e-mail, saved to a shared or local file,
or printed to a traditional printer.
Planning and Scheduling: The P6 Professional component of the suite provides a robust
set of features primarily for planners and schedulers, including Reflection Projects,
Schedule Comparison (Claim Digger), and a report designer. Use the Timescaled Logic
Diagram (TSLD) feature to create and customize condensed visual depictions of
complex project schedule information.
Time Reporting: P6 EPPM includes P6 Progress Reporter, an optional integrated timesheet
entry application with review and approval support in P6.
Integrated Solutions: Build or deploy other systems and use the P6 Integration API or P6
EPPM Web Services to integrate them with P6 EPPM.
Integrated Enterprise Reporting with P6 Analytics: Extend your solution by adding P6
Analytics with the Oracle Business Intelligence (OBI) metadata layer to facilitate the
creation of ad hoc reports and interactive custom dashboards reflecting trends and
metrics for activities, portfolios, resource assignments, utilization, and project history. Also
receive proactive alerts based on integrated report data mined from the ODS and Star
databases.
Technology:
The P6 EPPM Database: The main database for all your P6 EPPM data. The EPPM
database includes the P6 Extended Schema optimized for reporting.
BPM Workflow: The separate workflow engine bundled with P6 EPPM.
Oracle BI Publisher: The database server hosting the reporting library, templates, and
views required to build complex reports with ease.
The Reporting Database: The P6 Reporting Database portion of the suite consists of the
Star database and the Operational Data Store (ODS) database. Each of these pull data
from the P6 EPPM Extended Views, which can then be used to create reports. The Star
database accumulates project data over time, providing baselines for tracking trends
and for advanced business intelligence. Users can view the data by using Oracle
Business Intelligence Answers and Dashboards. The ODS database enables users to
access denormalized, relational views of P6 EPPM data by using tools such as Oracle
Business Intelligence Publisher.
Oracle Universal Content Management: This server hosts documents in a shared
repository enabling collaborative functionality such as document check-in/check-out
and versioning.

51. Introduction
51
About P6
P6 is the main web application of the P6 EPPM solution. P6 provides enterprise-wide web
access to features arranged into the following main sections:
 Dashboards
 Portfolios
 Projects
 Resources
 Reports
 Administration
P6 is a complete Enterprise Project Portfolio Management application with a powerful
but easy-to-use interface. It completely tracks projects, portfolios, and resources across
their full lifecycles capturing all related costs, issues, risks, and performance metrics along
the way. It also supports project templates, allowing you to reuse projects in full or in part.
It is designed for organizations that need to manage multiple projects simultaneously
and support multi-user access across job sites and throughout the entire organization.
The user interface provides structured menus where you can access a wide range of
data views and features that enable you to manage your projects from initial concept
review and approval through to completion. You can customize your own web pages,
called dashboards, to create a custom view of the specific projects and categories of
project data that are most relevant to your role in managing projects and resources.
Project workspaces and workgroups extend the model of customizable, focused data
views by enabling designated project members to create a uniform view of data that
relates to one specific project or to a subset of activities within a project.
Users update progress on their tasks in a browser running P6 or P6 Team Member Web, an
e-mail application exchanging messages with the P6 server, or using the P6 Team
Member for iPhone app. As an alternative to using any of these three methods for
updating status, your organization may elect to use P6 Progress Reporter, the Web-based
timesheet management application of P6 EPPM. P6 provides centralized resource
administration, planning, and management, which even includes resource timesheet
approval and the ability to communicate with project resources who use P6 Progress
Reporter. Use P6 to match people with roles and proficiency levels, and then use that
information to assign tasks effectively.
P6 includes robust reporting, workflow, e-mail notifications, events, and document
collaboration and review features. It is also the single source for all core administrative
functions, including centralized enterprise data, user accounts, application settings, and
security for all users in P6 EPPM.

52. P6 Help
52
About P6 Team Member Applications
The P6 Team Member suite of applications is designed for individual contributors, or team
members, to record status on their tasks without the need to learn an enterprise project
management application. The P6 Team Member applications are P6 Team Member for
iPhone app, P6 Team Member Web, and E-mail Statusing Service. These applications
provide quick, convenient, and easy access to assigned tasks using the platform or
device that accommodates your line of work.
Your project manager uses P6 to create and update the project schedule and task list.
Depending on the project preferences the manager selected when creating the project
in P6, the updates you make in P6 Team Member applications will apply immediately, or
they may require approval before updates are applied to the project.
If you are an activity owner or you are associated with a resource assigned to tasks in P6,
all P6 Team Member applications enable you to:
View only your assigned tasks.
Provide status on your tasks. The project manager customizes the status fields in your
view. These fields can include time spent, time left, % complete, remaining duration,
and start and finish dates.
P6 Team Member for iPhone App
You can use the P6 Team Member for iPhone app to:
Modify your view to group your task list by project and by current status, including
Active, Overdue, Starred, or Completed.
Mark a task with a star to signify importance. You can view all starred tasks in one list
when you view your task list by the Starred option.
Communicate with the project manager or other team members through e-mail. If a
picture helps illustrate your message, you can also take a picture with your iPhone
and attach it to your e-mail.
Work with multiple tasks at one time. You can star or mark complete one or more tasks
when in edit mode.
P6 Team Member Web
You can use P6 Team Member Web to:
Modify your view to filter your task list by project and by current status, including
Active, Overdue, Starred, or Completed.
Mark a task with a star to signify importance. You can view all starred tasks in one list
when you view your task list by the Starred option.
View a list of all your steps for a task. You can enter the % complete to show progress
and mark as complete when you finish a step.
View predecessor and successor tasks and send task owners e-mail.
Communicate with the project manager or other team members through e-mail.

53. Introduction
53
E-mail Statusing Service
You can use E-mail Statusing Service to:
Request a list of your current tasks through e-mail using the e-mail account associated
with your P6 user account. You can request a filtered list of tasks by project, time
frame, or by current status, including Active, Due, Overdue, Completed, or Starting.
Reply to the e-mail you receive with your task list, record your progress, and send your
updates.
Note: Decide to use one of the following supported platforms for
progressing tasks:
 P6 with optional support for updates using the P6 Team Member
applications
 P6 Progress Reporter
Caution: If users need to use timesheets, they should use only P6
Progress Reporter and avoid using P6 Team Member applications
to update their status.
About P6 Progress Reporter
The P6 Progress Reporter module is a Web-based project communication and
timekeeping system. As a team-level tool for project participants, it helps project
participants focus on the work at hand with a simple cross-project to-do list of their
upcoming assignments. Project team members can record time worked and enter
information about their project assignments. Regardless of location, team members can
communicate timesheet and activity status directly to their managers.
Because all project participants can use P6 Progress Reporter to enter up-to-the-minute
information about their assignments and to record the time they spent working on each
one, project managers can make crucial project decisions with the confidence that only
comes from having the most current information possible. Timesheet review and
approval takes place directly from within P6.
In P6 Progress Reporter, actual hours are not applied directly to the schedule. Instead,
the time is submitted and may undergo multiple levels of approval or rejection before
being incorporated into the project schedule using the P6 Apply Actuals feature.
Note: Decide to use one of the following supported platforms for
progressing tasks:
 P6 with optional support for updates using the P6 Team Member
applications
 P6 Progress Reporter

54. P6 Help
54
Caution: If users need to use timesheets, they should use only P6
Progress Reporter and avoid using P6 Team Member applications
to update their status.
About Oracle Universal Content Management
Integrated with P6, Oracle Universal Content Management (UCM) turns cluttered, often
unstructured content into organized assets by making it easier to catalog, access,
search, and reuse. All popular document formats such as HTML, XML, DOC, XLS, GIF, and
PDF are supported.
Using P6 with UCM, project participants can better manage their documents. Specific
functions include:
Upload new documents for storage in the unified UCM database
Categorize documents within folders for better organization
Link projects, WBS elements, activities, and issues to documents
Check in and check out documents (version control)
Review documents
You can also extend UCM to deliver content via Web sites, desktops, RSS feeds, mobile
devices, and P6 EPPM Web Services.
Note: Microsoft Sharepoint provides the same core functionality as
UCM and can be seamlessly integrated with P6.
About P6 Professional
P6 Professional is a separate component that integrates traditional project management
with streamlined resource and cost management. It is ideal for planners and schedulers.
Note: If you decide to use P6 Professional and connect to a P6
EPPM database, you must still use P6 to administer user accounts,
enterprise data, and other settings.
P6 Professional connected to a P6 EPPM database includes a subset of the P6 features.
P6 Professional also includes several of its own specialized features. As a primary
example, P6 Professional includes the Timescaled Logic Diagrams feature for the
creation, viewing, and modification of timescaled logic diagrams (TSLDs). TSLDs
condense the project plan displayed in the Gantt chart into a more concise visual
snapshot illustrating the chain of activities that drive the project schedule. P6 Professional
is also available for users who need to work on their projects in an offline mode.

55. Introduction
55
Note: The TSLD feature is designed for use with the P6 Professional
application and does not work with the P6 web application.
About Oracle BI Publisher and the OBIEE Platform
BI Publisher is integrated with the P6 EPPM Extended Schema to deliver on-demand
web-based reporting through P6.
You have the option of expanding the capabilities of P6 EPPM using these components.
Oracle Business Intelligence Publisher: Oracle Business Intelligence Publisher (formerly
XML Publisher) is an enterprise reporting solution allowing you to design, manage, and
deliver highly formatted documents. Because it is built on open standards, your IT
developers can create data models against practically any data source and use BI
Publisher APIs to build custom applications leveraging existing data sources and
infrastructure. BI Publisher users can design report layouts using familiar desktop tools,
reducing the time and cost needed to develop and maintain reports. Extremely efficient
and highly scalable, BI Publisher can generate documents with minimal impact to
transactional systems. Using the convenient P6 web interface, reports can be viewed
online or scheduled for delivery.
Oracle Business Intelligence Enterprise Edition (OBIEE): Expand your business intelligence
capabilities with this optional foundation platform. OBIEE enables your organization to
buy and plug in ready-to-run analytics packages or to build your own applications on
one common BI architecture.
About P6 Reporting Database
In addition to the native enterprise reporting available now with P6 EPPM, the P6
Reporting Database provides a powerful data warehouse solution that contains:
A STAR schema that allows for multi-dimensional analysis of P6 EPPM data, including
calculated fields as well as spread and historical information.
An Operational Data Store (ODS) schema that provides a de-normalized, relational
view of all your P6 EPPM data including calculated fields and spread information.
About P6 Analytics
P6 Analytics provides an in-depth and comprehensive method for gathering, analyzing,
sharing, and storing project performance, project history, resource assignment, and
utilization data. Use the P6 Analytics add-on application with P6 EPPM to create powerful
custom dashboards and reports to help your organization make better business
decisions. P6 Analytics requires Oracle Business Intelligence Enterprise Edition (OBIEE) or
Oracle Business Intelligence Standard Edition One (OBISE One).

56. P6 Help
56
Built upon the Oracle Business Intelligence (OBI) suite, P6 Analytics delivers a catalog of
requests that provide an interactive way of viewing, analyzing, and evaluating P6 EPPM
data. In addition, it provides a Repository (RPD) file which contains the data mappings
between the physical data and the presentation layer of OBI.
The dashboards provide detailed insight into your P6 EPPM data, through the use of
analytical charts, tables, and graphics. Dashboards have the ability to navigate to other
requests, to provide precise root cause analysis. In addition, you can configure individual
requests with the P6 EPPM Action Link, which enables you to navigate directly to your P6
site for true "Insight to Action" capabilities. Reports created with Oracle BI Analysis can be
saved in the Oracle BI Presentation Catalog, and can be integrated into any Oracle BI
home page or dashboard. Results can be enhanced through options such as charting,
result layout, calculation, and drill-down features.
In summary, use P6 Analytics to:
Perform root-cause analysis and employ management-by-exception.
Gather critical insights into current and historical performance of all projects,
programs, and portfolios.
Make better decisions to eliminate project failure.
Quickly visualize critical project performance in early stages from dashboards.
Predict and identify cost trends early in project lifecycle to rescue troubled projects.
Gain visibility into resource performance through s-curves in dashboards with
interactive dashboards you can drill down to examine the root-cause problem.
Show staffing needs by portfolio with early warning indicators for upcoming
under-staffed project work.
Performance Data
P6 Analytics provides an RPD file to be used with the Oracle Business Intelligence suite.
The RPD file contains:
A physical representation of the Star schema.
A business layer where customized calculations are performed.
A presentation layer that groups all of the Star database fields into logical subject
areas.
The RPD delivers an extensive amount of earned value, cost, unit, percent complete,
and other key performance indicators. It enables data to be sliced by items such as time,
project, eps, portfolios, activities, and resources.
P6 Analytics delivers a sample dataset (Star) from which the Dashboards and Analyses
requests in the catalog are built. This sample data can be used to view the power of
Dashboards and Analyses requests delivered in the catalog, which will give the user an
idea of how the catalog can be integrated with their data. For information on
configuring the sample dataset, see the SampleData.pdf document that is included in
the P6AnalyticsSample folder on your release media pack or download.

57. Introduction
57
The Star Database
The Star database enables your organization to perform advanced business analysis on
project and portfolio data. It supplies a dimensional schema that organizes P6 EPPM
hierarchical relationships, enables the highest level of query efficiency and flexibility in
data analysis, and accumulates project data over time. This provides organizations with
baselines for tracking trends and for advanced business intelligence.
About the Oracle Business Process Management Suite
The Oracle Business Process Management (BPM) Suite provides an integrated
environment for developing, administering, and using business applications centered
around business processes. BPM supports BPM and BPEL standards from modeling and
implementation to run-time and monitoring.
P6 directly integrates with BPM 10g and 11g allowing you to initiate and manage
workflows. You can use a sample project initiation workflow that comes with the P6
sample database for BPM 10g.
Looking toward the future, you can expand your investment in BPM to include workflows
representing more stages of your application, program, project, or product
development life cycle from design-time and implementation to run-time and
application management.
The Oracle BPM Suite enables you to:
Create and customize business processes, models, and standards using pre-defined
components for web-based applications.
Collaborate between process developers and process analysts.
Expand business process management to include flexible, unstructured processes.
Integrate your applications with Web Services.
Add dynamic tasks and support approval routing using declarative patterns and
rules-driven flow determination.
Unify different stages of your development life cycle by addressing end-to-end
requirements for developing process-based applications. Oracle BPM 11g unifies the
design, implementation, run time, and monitoring stages based on a
Service-Oriented Architecture (SOA) infrastructure. This allows different personas to
participate through all stages of the workflow life-cycle.
Note: BPM 10g and 11g have their own guides. Make sure you are
using the correct guide for your version of BPM.
About the P6 Integration API
The P6 Integration API is a Java-based Application Programming Interface (API) and
server that enables developers to create application code aligned with P6 EPPM
business rules in order to seamlessly access P6 EPPM data.

58. P6 Help
58
About P6 EPPM Web Services
P6 EPPM Web Services enables your organization to seamlessly integrate P6 EPPM
functionality into other applications using open standards, languages, and protocols,
including Extensible Markup Language (XML), Simple Object Access Protocol (SOAP),
Service-Oriented Architecture (SOA), and Web Service Definition Language (WSDL). P6
EPPM Web Services enables your organization to share P6 EPPM data between
applications independent of operating system or programming language. Use P6 EPPM
Web Services when you need to extend or customize integrated functionality, for
example, with BPM workflows, events, or forms-based applications.
What's New in P6 EPPM
To learn about enhancements to P6 EPPM, please see the What's New in P6 EPPM
document.
You can also use the P6 EPPM Cumulative Feature Overview Tool to identify the features
that have been added since a specific release level.

59. 59
In This Section
Working with P6 .........................................................................................................59
Customizing the P6 User Experience ......................................................................61
About the User Interface .........................................................................................63
About Security...........................................................................................................78
Printing Pages Using P6 Printing Tools.....................................................................79
Printing Pages Using Your Web Browser.................................................................80
About E-Mail Notifications .......................................................................................80
About Grouping and Sorting...................................................................................88
About Find, Search, and Filter Features.................................................................91
Creating, Modifying, Saving, and Deleting Data.................................................97
About Metrics and Calculations...........................................................................100
About Importing and Exporting Data ..................................................................101
About P6 Help .........................................................................................................102
About Timesheets....................................................................................................106
Working with P6
After logging into P6 with a secure user name and password, navigate to one of the
following main sections enumerated below to begin your work. Because your
capabilities within the application are limited based on security profiles, access settings,
optional user interface views, personal preferences, and other assignments, you may not
be able to view all the sections or use all the features within a section.
The P6 web user interface is composed of the following main sections:
Dashboards
This section presents highlights of major areas in resizable windows called portlets
arranged in customizable workspaces called dashboards.
Who Uses Dashboards?
Temporary subcontractors checking their next assignment, activity, or calendar entry.
Employees reporting or resolving issues preventing them from moving forward.
Financial executives checking costs, earned value performance, or resource analysis
charts to prepare forecasts.
P6 Overview

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Portfolios
This section presents data, metrics, and comparisons of related projects bundled into
portfolios. This section includes portfolio details, views, scenarios, portfolio Gantt with
spreadsheet or histogram, portfolio or single project ROI, portfolio analysis, resource
demand/capacity planning, and overall performance status.
Who Uses Portfolios?
Executives and critical thinkers interested in planning and analysis, ROI, and other
metrics spanning multiple projects.
Projects
The working core of the application. This section includes WBS, activities, risks, issues,
project workspaces, Gantt charts, calendars, expenses, and resource assignments.
Who Uses Projects?
Project Managers planning new projects.
Project leads and activity owners coordinating the completion of tasks.
Risk Managers implementing risk assessments or mitigation policies.
Executives who want hands-on access to the EPS to view a portfolios's issues and
other status details
Resources providing input about the status of their activities including progress
updates, notebook entries, and issues.
Resources
This section helps you plan and manage resources, roles, and teams.
Who Uses Resources?
Human resource specialists, buyers, and purchasing officers assessing labor,
non-labor, and material resources.
Project Directors coordinating teams and managing the planned roles across the
entire company.
Project Managers planning resources for a particular project or time period.
Administer
This section provides administrative settings for configuring the framework for the
application. This includes user accounts, security profiles, views, application settings, and
enterprise data such as codes, user-defined fields, categories, templates, forms,
calendars, roles, units of measure, and other items used throughout the application.
Who Uses Administer?
Application and System Administrators and other users authorized to define the
essential framework for all other sections of the application, ultimately influencing
how work is performed and measured at the organization.
Users accessing their own personal preferences and calendars.

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Note: Resource managers and project managers can take
advantage of a shortcut to an abbreviated set of enterprise data
to self-administer applicable information related to resources and
projects.
Reports
This section provides users with reports they can run on-demand or schedule for recurring
output.
Who Uses Reports?
A cross-functional array of users from all departments at your organization will likely be
generating, receiving, and analyzing reports.
Customizing the P6 User Experience
P6 includes sophisticated layers of security, view, and customization features designed to
control access and structure the collaborative experience of your entire team while also
allowing users to individually customize views and format their data. Periodically perform
the sequence of steps below for each user to optimize their experience.
When customizing your user experience, consider the following questions. These checks
may be performed in whole or in part, and in any sequence. The order shown here is not
mandatory. These items simply provide a basic checklist when examining your
interaction with the application.
Do I have the right module access settings? This determines which main modules of
the solution you can access, such as Portfolios, Reports, P6 Professional, and P6 EPPM
Web Services.
Do I have the right user interface view? This determines which main pages in the
application you can access. Your administrator may assign you to an optional
role-specific user interface view that corresponds to your assignments and work
processes. A group of users with similar roles will often be assigned the same user
interface view. You can edit your own personal view settings on the My Preferences
page.
Do I have the right security profiles? This determines what functions you can perform.
Your administrator will likely assign you to a role-specific global security profile and
project security profile that corresponds to your assignments and work processes. A
group of users with similar roles will often be assigned the same security profile.
Do I have the right OBS (project) access settings? This determines which projects are
available to you based on your assigned responsible manager.
Do I have the right global preferences? This determines the general formatting and
preferred settings of data across the application. For example, you can specify the
currency and date format you want to use. Even though you can customize these
preferences, it is recommended that teams make choices aligned with team goals.

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Do I have the right application settings? This determines how P6 information is handled
and appears for all users. For example, the default hours per time period, ID string
lengths, integration links, and other default settings.
Do I have the current page customized to fit my needs? There are two main ways to
customize a page, detailed below.
 Customizable Page-Specific Views: Certain pages of the application provide a
standard mechanism for configuring shared views and customizing individual
views. These include Activity, EPS, Resource Assignment, and portfolio views in
portlets or on the Portfolio Analysis page. They provide common ways to view and
work with data on their respective pages of application. Instead of manually
adjusting the current page, you can simply switch the applied view.
 On-Screen Controls: Manually invoke the customization features provided on
each page. Throughout the application, these features are available through
Customize links or other context-specific toolbars and options displayed on the
page. Examples of screen customization follow:
Generally speaking, within all pages, you can hide, show, expand and
collapse elements as needed.
The Activities page and Portfolio Capacity Planning page, for example,
offer extensive options that enable you to retrieve, organize, and chart data
according to your specific requirements.
In the Issues portlet, you can filter, group, and chart issues as well as choose
the data details to display.
You can customize dashboards to display the portlets you want and to
specify how you want to organize them within the workspace. The
dashboard filtering feature lets you focus on information related to a single
project or all projects associated with a specific portfolio or project code. If
you have the required privileges, you can customize the workspace and
workgroups associated with a project.
Related Topics
About Industry-Specific Field Names......................................................................62
About Industry-Specific Field Names
If your company plans on using P6 EPPM with both the core P6 web application and the
P6 Professional application for Microsoft Windows, you may be interested in the following
information on industry-specific field names.

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When you install P6, the application uses one consistent naming convention for all fields.
However, when you install P6 Professional, the installer will offer you the option of
specifying a particular industry setting. Based upon your selection, the P6 Professional
user interface displays certain fields with titles appropriate for that industry. For example,
in an Engineering and Construction environment, costs and units would be budgeted,
durations would be labeled original and the global name for a company would be
organization. In an IT environment, the same cost and unit fields would be termed
planned, durations would be labeled planned, and the company would be referred to
as enterprise.
Keep these subtle changes in mind when switching between P6 and P6 Professional. In
order to minimize any confusion when using both P6 and P6 Professional, install P6
Professional with the IT industry setting. This configuration matches the field naming used
by the P6 web application.
About the User Interface
The application's user interface consists of familiar screen controls such as pages, tabs,
and dialog boxes, data entry controls, buttons, and links appearing in a standard web
browser.
Note: Your access to data and ability to interact with the user
interface are controlled by various security features.
Working with the P6 User Interface
The user interface presents familiar screen elements you manipulate in your web browser.
They include all of the following common types of user interface objects and several
more special objects not listed:
pages
tabs
dialog boxes
detail windows
portlets
fields
lists
buttons
links
tables
charts
calendars

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Refer to the sample images below to orient yourself with the P6 graphical user interface
inside your web browser.
Table of Common User Interface Elements
Item Description
P6 navigation bar: This bar is always visible and shows buttons
representing your access to dashboards and any of the main modules of
the application. Use it to navigate to the pages and menus in the
dashboards, portfolios, projects, resources, or reports sections of the
application.
Administer menu: This menu offers access to My Preferences for all users.
Application administrators will also have access to one or more of the
following menu items: application settings, enterprise data, global
scheduled services, user access, user interface views, or user sessions.
Personal Workspace dashboard: This default dashboard displays the
portlets you have selected that are important to your work goals. In this
example, notice the familiar hyperlinks including Customize which you
can click to configure the dashboard for use by you or multiple users.
Notice too that Personal Workspace is the name for the tab you click to
open this dashboard, since more than one dashboard appears on this
page.

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Item Description
Scorecard portfolio view portlet: In this example, the user has customized
this dashboard by adding a portfolio view of type scorecard within its
own portlet. The portlet also shows color-coded indicators in the
scorecard and can be further customized to suit work goals. The colors of
a bar chart or histogram are also visible in the Spend by Project portfolio
view portlet.
Projects navigation bar: This bar shows icons representing pages
determined by your assigned user interface view and any custom
preferences you made. Similar bars can be found under the Portfolios,
Projects, and Resources sections.
Activity Table: One of the central work areas of the entire application, this
table allows you to customize its columns (fields), color-coded grouping
bands, and sort options, and of course apply filters.
Activity Gantt chart: Shown adjacent to the Activity Table, the Activity
Gantt chart represents your schedule and offers robust customizable
project management features including drag and drop editing,
timescale, progress lines, relationship lines, spotlights, bar necking, and
helpful mouseover tips.
Issues detail window: To gather the related details associated with a
particular item in certain tables, the application often provides one or
more detail windows in a series along the bottom. On pages supporting
applied views, you can determine which detail windows are shown or
hidden with your view.
Toolbars: In this example, the Activities toolbar is shown. There are
hundreds of toolbars throughout the application made up of over 400
icons. The Activities, EPS, and Resource Assignments toolbars in the
application also feature their own Actions, Edit, and View menus.
About Screen Controls
As is typical with enterprise software, the application's main pages present more detail
the further the user navigates within them. The following types of screen controls will
appear:
Pages
Tabbed Pages or simply, Tabs
Detail Windows

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Dialog Boxes
Portlets
Notification Button
Working with the Main Menus
The seven main menus of P6 are located in the title bar and navigation bar. The menus
are:
Dashboards
Portfolios
Projects
Resources
Reports
Administer
Help
You can click each main menu directly on its icon or text to execute its default
command; however, you must click only on the triangle portion ( ) of the menu for the
additional Dashboard, Portfolio, Project, or Resource menu items to appear. If no triangle
appears next to the menu, this indicates your user interface view settings do not include
access to its menu items.
In all of the main menus except Help and Reports, your assigned user interface view and
your view settings on the My Preferences page determine which menu items appear, if
any. The portfolios and projects menus also display a list of your most recently used
portfolios and projects.
Each menu item will take you to another page or dialog box. If the first page for projects
or portfolios is already open, and you select one of the most recently used items in the
menu, it will open the selected projects or portfolios and refresh the page.
The sample image below demonstrates what you might see in your main menus. You can
configure available main menu items on the User Interface View Details page, available
from the Administer menu.

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Table of P6 Main Menus
Item Description
P6 title bar: Located in the P6 title bar, the Administer menu provides links
to related pages based on your view settings and personal preferences.
The Help menu items are standard and cannot be changed.
P6 navigation bar: Located in the P6 navigation bar, each menu opens
up additional pages within the section it represents. The Dashboards,
Portfolios, Projects, and Resources menus provide links to related pages
based on your view settings and personal preferences. The menus for
portfolios and projects also display links to your most recently used items.
Dashboards menu: Provides links to manage dashboards and timesheets.
Portfolios menu: Provides links to open and manage portfolios, views, and
scenarios. This example also shows two recently used portfolios, Key
Projects over $500K and Engineering & Construction.
Projects menu: Provides links to open one or more projects, adjust specific
enterprise data for projects, and schedule services. This example also
shows a recently used project, Harbour Pointe Assisted Living Center.
Resources menu: Contains a single link to adjust resource-specific
enterprise data without navigating away from the current page.
Administer menu: Assuming all its menu items are configured, this menu
provides links to adjust your own calendar and personal preferences. In
addition, it can also display links to the Application Settings, Enterprise
Data, Global Scheduled Services, User Access, and User Interface Views
pages.
Help menu: A fixed menu providing links to the Online Help, P6 Library of
documents available online, and the Oracle Primavera Customer
Support website. If so configured, the Help menu can also provide links to
multimedia tutorials powered by Oracle UPK technology.
About the Most Recently Used List
As you work, when you click the Portfolios or Projects menu, by default P6 displays
the five most recently used items, with the item you most recently opened listed first.
Note: Your administrator can increase the list of most recently used
items to a maximum of ten.

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The most recently used projects include individual projects or project groups (EPS nodes,
portfolios, or project code values). The most recently used portfolios include project
groups.
Projects are not added to the most recently used projects list when you create a project,
initiate a project request, or open a random set of projects (for example, projects from
multiple portfolios, but not the full portfolio itself). Projects you access from portlets are
added to the list, unless you access only activity detail information (such as activity
notebooks or documents) directly from a portlet.
Working with Tables
Tables appear throughout the application to not only display information, but also to
allow you to modify it, as permitted. The following general features are common to most
tables.
Table of Common Table Features
Item Description
Sort Order Indicators: Indicates the column you have selected to sort the
rows. Each time you click a column header, the sort order toggles from
ascending order, to descending order, and, for some tables, it cycles
back to unsorted order (the original order in which the entries were
created).
Grouping Levels: Many tables group related rows into hierarchical levels
you can click through to expand or collapse. Some tables use colored
bands to help you view these levels.

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Selection Highlighting: The currently selected row is highlighted for you.
You can directly click and drag to select one or more entries. Hold down
the Ctrl key as you mouse click rows to select more than one. Hold down
Shift as you click two entries to select all contiguous rows.
Changed Data Icons: When rows change in a table, three color-coded
icons are used to signal the type of change that has occurred. A gold
icon indicates a pending change, a green icon indicates a new
entry, and a red icon indicates an error.
Data Entry Features: Tables allow you to directly edit data with
convenient controls to assist you in entering the right type of data. For
example, a date field will display a calendar.
Column Resizing: You can directly drag to resize column widths.
Column Configuration: On most pages, a convenient Columns icon
allows you to select which columns are shown or hidden in the table.
Column Order: You can directly drag and drop column headings to
customize your tables.
About Columns (Fields)
Fields hold data. They generally either allow you to enter values or just display the field's
current value (called a read-only field).
Pages with tables often permit you to configure the fields that make up the columns of
the table.
Showing or Hiding Columns in a Table
When the list of available fields or columns for a table is relatively short, indicated by the
presence of the Select Columns icon and field list in the toolbar, use it to show and hide
the columns that appear.
To show and hide columns:
1) On the toolbar, click Select Columns.
2) From the resulting list of fields or columns:
a. Select an available column (not checked) to immediately display it in the table.
b. Select a currently visible column (checked) to immediately hide it in the table.
Note: You might have to scroll to the right end of a table to see all
the columns.

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Selecting Items from a List of Available Items
When the list of available projects, fields, columns, or values for a list, table, view,
scorecard, or other entity is relatively long, follow these common steps to configure the
fields or values you want. Essentially, you move the items you want from the available
side to the selected side.
These steps apply in several areas of the application and you should be familiar with
them. For example, perform these steps when selecting projects or templates in the
Open Projects dialog box, when configuring the fields to display as columns in a table, or
when assigning individual users to a user interview view.
To select projects, fields, columns, or values:
1) In the Available Items list, click an entry to select it. If arranged in a hierarchy, click
to expand a group of items. Hold down the Ctrl key as you click to select individual
items or press the Shift key to extend your selection to an entire block of items
including the first and last items you clicked.
2) Click or double-click each item to add them to the Selected Items list. This is the
list of selected fields or values you want to appear in your customized list, table, view,
scorecard, or other entity.
3) To remove items, select them in the Selected Items list and click or double-click
them. If you need them again, the items are available in the list of available items.
4) In the Selected Items list, if applicable, adjust the order of appearance of your items:
a. Click to advance the item up or to the left in a table.
b. Click to advance the item down or to the right in a table.
Note: You can also directly click and drag columns in tables to
configure their order of appearance.

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Working with Toolbars
Throughout the application, pages, tabs, portlets, detail windows, and dialog boxes
provide access to essential commands in toolbars. Most toolbars are static, however, the
ones on the Activities, EPS, and Resource Assignment pages can be moved and
customized.
Table of Toolbar Elements
Item Description
Toolbar shortcut menu: Right-click within blank space on this panel to
select the toolbars you want in your customized view. You can also select
Rearrangeable or Customize Toolbars, both described below.
Rearrangeable toolbar: Click and hold the mouse button down on the
toolbar's edge until you see the move cursor. Then, drag to position the
toolbar wherever it is needed.
Docked toolbar: In this example, the user has dragged the Edit toolbar
from its typical location on top to the page's left edge until it snaps into a
vertically-oriented position.
Customize Toolbar Items dialog box: In this example, the user has
selected Customize Toolbars from the Toolbars submenu of the View
menu. On this dialog box, the user has elected to hide options from their
Actions toolbar.

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Item Description
Activity View toolbar: This toolbar represents an example where a subset
of the commands found under the View menu are presented here in a
static or fixed toolbar for convenient access.
Toolbar in a detail window: The Steps detail window, like many other
detail windows, has its own fixed toolbar.
Customizing Toolbars
Toolbars are made up of icons that represent the commands you can invoke. You can
customize the appearance of icons on toolbars and move the toolbars on the following
pages only:
EPS page
Activities page
Resource Assignments page
P6 saves any custom settings you make with toolbars. When you return to one of these
pages with customizable toolbars, the settings you specified last will be reapplied to the
toolbars.
To customize a toolbar:
1) Navigate to one of the pages that support toolbar customization.
2) From the View menu, select Toolbars and then select Customize Toolbars...
3) On the Customize Toolbar Items dialog box:
a. In the Toolbar pane, select a toolbar.
b. In the Toolbar Item check box list, select the check box for the icons you want to
include. Clear the check box for the items you want to hide.
c. Click Save.
4) To reposition a toolbar:
a. On the page you selected for step 1, right-click in the blank space between
toolbars and select Rearrangeable.
b. Click the grab handle for the toolbar you want to move and drag it to a new
position. Supported positions include the left, right, top, or bottom margins of the
main work area of the page.
Working with "Select a Value" Dialog Boxes
Throughout the application, certain types of fields require specific types of values. To
assist you in selecting from only a constrained list of available choices, the interface will
display Select a Value dialog boxes for you to search for and select a specific value
appropriate for the current field.

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Note: Field lists of values are used when the available choices are
manageable (usually, less than 10 values). However, when the
number of available choices is large (for example, there might be
hundreds of projects), the application will offer Select a Value
dialog boxes.
Table 1 of 2: Select a Value Dialog Boxes
Item Description
Select a Value icon: Throughout the application, click Select a Value
to open a selection dialog box.
Search Area: The top part of the dialog box contains search controls to
help you constrain the values based on your criteria.
Results area: The middle part of the dialog box displays the available
values based on your search criteria, if any. Make your selection here.
Command buttons: The bottom part of the dialog box contains
command buttons. Standard buttons include OK or Assign to accept the
value you selected, and Close to cancel the operation, close the dialog
box, and return to the previous screen.

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Table 2 of 2: Select a Value Dialog Boxes
Item Description
Selection icons: Similar to the icon, in these examples, click or
to choose a particular item.
Search Area: The top part of the dialog box contains custom search
controls to help you constrain the values based on your criteria. In one
example, option buttons are used to constrain Global, EPS, or Project
code values.
Results Area: The middle part of the dialog box displays the available
values based on your search criteria, if any. Make your selection here.
Command Buttons: The bottom part of the dialog box contains
command buttons. Standard buttons include Assign or OK to accept the
value you selected, Close to shut the dialog box after you made
assignments, or Cancel to cancel the operation, close the dialog box,
and return to the previous screen. Other buttons can also appear in this
area.
Selecting Values from "Select a Value" Dialog Boxes
To assist you in selecting from a constrained list of available values, the application will
often display Select a Value dialog boxes. Use these special dialog boxes to search for
potential matching values and select one or more specific values appropriate for the
current field.

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Note: Although commonly used throughout the application, each
dialog box can contain unique options.
To select a value from a Select a Value dialog box:
1) Enter any search criteria to reduce the number of values shown.
2) Select a value in the list. If grouped in a hierarchy, expand a group to view the values.
3) Click OK or Assign.
4) Repeat these steps to select additional values if necessary.
5) When finished, click Close.
Working with Data in P6
The application's data entry controls are convenient and easy to use.
Table of Common Data Entry Controls
Item Description
Expandable sections: Often times a screen will reduce visual clutter by
hiding its fields and other controls. Expand these regions to show its fields.
In the sample image, we say that the Custom Portlets section is
expanded or opened, and the Performance Threshold section is
collapsed or closed. Also of note, you can directly modify the Title field
but the Last modified by field information is read-only.
Note: Data you enter can later become read-only for you or other users.
Auto-Complete: Also known as type-ahead. As you type in a field that
must be assigned a value from a pre-defined list of acceptable values,
the closest single matching value is automatically selected for you. If
multiple values match your typed input, they appear in a list. To select a
value, click one or press the up or down arrow keys on your keyboard
and then press Enter.

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Item Description
Select a Value from an Extended List: Click to select a field value from
a Select a Value dialog box listing only valid values. You cannot type in
your own entry in fields where the Select from Value List icon appears. This
convention is used whenever a field's value must be logically constrained
and validated against a pre-defined set of values. To illustrate this point,
consider the following example. You can type whatever you want in a
Name field for a new item you are creating; however, in a User field, you
must enter a valid user.
Select a Value from a Short List: In this example, the Activity Type field is
shown at rest. Below that, after the user has selected the field's list, its
values appear. For these kinds of fields, you will see references in the
documentation to selecting a value from the Activity Type list.
Options: For simplicity's sake, both radio buttons and check boxes are
referred to as options.
Dates: You can type a date in a valid format directly into a date field. Or,
you can select a date, including the time, from a small pop-up calendar.
Indicators: To help you readily identify the meaning of a given metric,
these color-coded graphics appear. You can also define your own
custom user-defined indicators.
Working with Detail Windows
When additional details about an item are necessary, rather than clutter the main work
area, the application will often use subordinate tabbed panels called detail windows.
Detail windows supplement their parent pages with related data and often include their
own toolbars. These special windows allow you to:
minimize them to a series of tabs
float, drag and drop, and freely resize them
tile them, or align them as overlapping tabs
dock or pin them (when docked, allowable placement includes bottom, left, and
right of the current work area)
When you customize the detail windows on the EPS, Activities, or Assignments pages, P6
prompts you to save the settings with the current view.

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Note: Visual clues guide you when docking floating panels. As you
click the titlebar and drag it within the work area, a gray
rectangular outline indicates the panel will "snap to" this available
location.
Table of Key Detail Window Elements
Item Description
A series of detail windows: In this example, the three detail windows for
Steps, Documents, and Issues appear in a series aligned at the bottom of
the page with their titles shown in tabs.
Floating detail window: The user has dragged and dropped the Expenses
detail window to a position where it appears to be floating above the
rest. Click the Restore button in the titlebar to make the window go back
with its siblings.
Docked detail windows:The Assignments and Trace Logic detail windows
have been docked or pinned by the user to the space immediately to
the left of the main work area.
Minimized detail window: The Codes detail window has been minimized.
This means it occupies the smallest amount of space on the page and
only its name appears in a tab. In this particular example, it also happens
to be minimized to a position along the left edge of the page. Typically,
detail windows are minimized along the bottom. Click a minimized detail
window tab to view the full detail window again.

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Item Description
Detail window titlebar icons: Click these icons to Float, Restore, and
Minimize detail windows individually or collectively as a series. This detail
window also features an Activity selector providing a convenient way to
advance up or down the rows in the Activity Table.
About Portlets
Portlets are small expandable windows representing a specific theme or particular
subject matter. They are only available on dashboards, project workspaces, or
workgroup pages. Portlets provide a concise way to organize, present, and assess
project data within a single page and also offer tools for adding, modifying, and
personalizing portfolio, project, and resource data. Portlets on shared dashboards or
workspaces provide a centralized place for collaborating with other users.
The same portlet might display information differently depending on the page on which
it appears. On a dashboard, portlets display data based on association, ownership, or
applied filters. On a project workspace, portlets reflect data for the open project. On a
workgroup workspace, portlets show information belonging to that workgroup.
About Data Entry Controls
Data Entry Controls: P6 provides easy-to-use controls for entering data. To assist you in
choosing the right types of values, fields will sometimes present dialog boxes or calendars
for selecting from a pre-defined list of values or dates. Familiar value lists help narrow
choices and enforce consistency. You'll also recognize standard options (a term used for
both check boxes and option buttons or radio buttons), tables, spreadsheets, Gantt
charts, calendars, and other on-screen controls.
About Security
The application provides the following methods for managing your security needs:
Secure Logins: Users must authenticate their access to the application with individual
user names and passwords.
Password Policy: Administrators can configure a more robust set of password rules for
users logging into P6. If the Enable Password Policy option is selected on the General
page of the Application Settings page, users must enter a strong password with a
minimum length of 8 characters, including one alphabetic character and one numeric
character. If the option is cleared, the password requirements are relaxed, and users
must enter a password of at least one and up to 20 characters in length.

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Security Profiles: Defined collections of global and project level security privileges are
stored and then assigned to users as needed. Users can only edit and save items if they
have the appropriate security privileges.
Access Settings: Administrators can configure each user's security permissions. Settings
include module access, OBS access, application settings, and more.
User Interface Views: Access to pages and menus within each section can be controlled
by configuring and assigning user interface views. Users may be allowed or denied the
ability to edit their view settings.
Printing Pages Using P6 Printing Tools
Available on most pages within the application, the printing tools and options provided
with the user interface offer the best options and output. It is recommended that you use
the Print Preview feature before generating actual output.
To print application pages:
1) Navigate to the specific page or tab and customize the view to meet your data
requirements.
2) Click the Actions menu and select Print Preview to preview the printed output.
3) If you wish, in the Print Preview toolbar, adjust the preview using the commands
provided. For example, click Portrait to orient output to a standard tall page, or
click Landscape to orient output to a wide page.
4) To refine the output, click Page Setup.
5) In the Page Setup dialog box, you can choose to adjust the following settings and
then click OK:
a. Click the Page Layout tab to set the page orientation, margins, and paper size.
b. Click the Header/Footer tab to select pre-defined headers and footers, or define
your own.
c. Click the Sheet tab to set:
The date range to be printed.
The number of pages wide you wish the output to cover.
The number of columns to be printed.
The scale for the activity table, which determines what proportion of the
page the table will use.
Whether you would like the table to be printed on all pages.
The tiled page order.
6) In the toolbar, click Print to send the output to your default printer.
7) In the Print dialog box, click OK to print the output.

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Tips
If the application printing tools are not available for the specific page or view you
want to print, you might be able to print the page using your web browser; however,
this method can never be guaranteed and might produce substandard results.
The Print Preview dialog box for the Portfolio Analysis page includes special options.
When printing a spreadsheet or histogram on the Team Usage page, right-click in the
work area and choose Print.
Printing Pages Using Your Web Browser
Because P6 runs inside your web browser, you can print data using your browser's Print
command. For example, in Microsoft Internet Explorer, choose Print from the File menu.
P6 application pages also feature a Print link you can click. In addition, many pages also
include separate Print icons in a toolbar.
Note: Whenever they are available, the printing commands
provided by the application offer the best options and output. It is
also recommended that you always use the Print Preview feature
before generating actual output.
To print data:
1) On any page that supports printing, select your browser's Print item.
2) In the resulting Print dialog box for your operating system, choose a printer and click
OK to print.
Tips
To refine the output, use the options available in your browser's Print Preview and
Page Setup dialog boxes.
About E-Mail Notifications
Notifications is a feature that enables users to be contacted by e-mail when changes
occur relating to project data such as issues, timesheets, or workflows. For example, you
can be notified when a project workflow is awaiting your approval.
When new user accounts are created, the user's e-mail address can be stored. This
allows them to receive e-mail notifications when certain events occur such as when a
user also mapped to a resource is assigned to an activity. Using issues as another
example, users can be notified about issues when the issue's priority level is set to "high",
when a specific issue code is assigned, or when any change to an issue occurs.
E-mail notifications can be sent manually or configured to be sent automatically by the
application.

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Working with E-Mail Notifications
If available on the current page, portlet, or dialog box, you can click to manually
send an e-mail message.
P6 provides the following e-mail notifications. Follow the summary steps below (or, if
needed, see more detailed task topics) to configure automatic e-mail notifications for a
particular item.
Requirements:
In general, you should have an e-mail address stored in your user account to send e-mail
and recipient users should have an e-mail address stored in their user accounts to
receive e-mail. The e-mail accounts are required in order to send e-mail to users by
selecting them from a list. They are then automatically applied to the e-mail message.
However, it is also possible to manually enter a recipient's e-mail address in the E-Mail
dialog box just before sending the message.
To use the Notifications feature, your administrator will enable settings in P6 Administrator
application and configure it for use with a mail server.
After notifications are enabled, each individual can specify their personal notification
preferences enumerated below:
To configure automatic e-mail to a resource when that resource is added or removed
from an assignment, select the Send e-mail to resources upon adding or removing
assignments option in the General section of the Global tab of the My Preferences
page.
To receive e-mail notifications about issues, configure the Issues section of the Global
tab of the My Preferences page. You can be notified about issues based on an issue's
priority level. For example, you can be notified only when an issue's priority is listed as
"high." You can also be notified when issues are modified, or when issues are assigned
a specific issue code. You can be notified about issues for projects and workgroups
based on whether you have project access rights, issue access rights, if you are the
Project Owner or Issue Owner, or if you are assigned as a resource to that activity.
To automatically send e-mail to a designated temporary project manager delegate
assigned to approve timesheets, select the check box on the Assign Project Manager
Delegate dialog box. This will notify the delegate of their temporary assignment to
review timesheets and will list the designated projects.
To automatically send e-mail to a designated temporary resource manager
delegate assigned to approve timesheets, select the check box on the Assign
Resource Manager Delegate dialog box. This will notify the delegate of their
temporary assignment to review timesheets and will list the designated projects and
individual resources.
To automatically send e-mail to a resource about a rejected timesheet, reject the
timesheet on the TimeSheet Approval page from within P6. You will be prompted to
send a notice.

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Administrators can configure BPM to notify a user when a project workflow is awaiting
that user's approval.
Sending Activity Views by E-Mail
You can send e-mail with a link to a specific activity view to distribute details about
activities or projects to other P6 users.
To send an activity view by e-mail:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the View menu and select E-mail View.
4) In the E-mail View dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in your user account to send an e-mail.
Sending E-Mail about Documents
You can send e-mail for a project or workgroup document that includes basic details
and a bookmark link to the document.
To send document e-mails:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a document and click E-mail Document Details.
5) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.

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You can also send document e-mails from the Documents portlet of the Workgroup
Workspace page, the Project Documents portlet of the Workspace page, the My
Documents portlet of the Dashboards page, or the Documents page (without the
content repository).
Sending E-Mail about Issues
You can send e-mails about project and workgroup issues that include basic information,
such as project, issue name, priority and due date.
To send issue e-mails:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, expand a project and click E-Mail for one of the issues.
4) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
The e-mail message is pre-filled with the addresses of the project manager and
responsible manager. The subject area is pre-filled with basic information, such as
project, issue name, priority and due date.
You can also send issue e-mails from the Issues portlet of the Workgroup Workspace
page, the Project Issues portlet of the Workspace page, or the My Issues portlet on
the Dashboards page.
Sending E-Mail about Milestones
You can send an e-mail about the major goals in a project. This includes activities of type
milestone but not WBS milestones.
To send e-mail about milestones:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.

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2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Milestone Status portlet and click E-Mail for one of the milestones.
4) In the E-mail dialog box:
a. Edit the recipients, subject, and message text if needed.
b. Click Send E-mail.
Sending E-Mail about Timesheets to Resources
As a timesheet approval manager, you can send an e-mail notification to a resource at
any time. For example, you might want to remind a resource or group of resources about
timesheets that need to be submitted. The resources and users you notify must already
have a valid e-mail address stored in P6.
To send e-mail about timesheets:
1) Click the Dashboards menu and select Approve Timesheets.
2) On the Timesheet Approval page:
a. Select a timesheet period from the All Timesheets for list.
b. Using the Timesheet Table toolbar, click Filter By, Group By, and
Customize Columns to view only the timesheets you want. For example, to send an
e-mail notification to all timesheet resources who have not submitted a timesheet
for the current period, set the timesheet filter to Not Submitted.
c. Select one or more resource timesheets. To select more than one timesheet, use
Ctrl+click or Shift+click.
d. Click Click to send an e-mail.
3) In the Primavera P6 E-Mail dialog box:
a. P6 pre-fills the recipient list and subject of the e-mail. Edit the recipients and
subject as necessary.
b. Enter the message body in the large field below the subject line.
c. Click E-mail.
Note: Use the Bcc field to send e-mail to multiple recipients. This
hides the list of recipients when delivered, safeguarding the
privacy of each recipient.
Sending E-Mail Notifications about Resource Assignments
An automatic notification feature can be configured to send e-mail to the affected
resources when you add, change, or remove a resource assignment.
To configure P6 to automatically send e-mail about resource assignments:
1) Click the Administer menu and select My Preferences.

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2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the General section.
4) In the General section:
a. Select the Send e-mail to resources upon adding or removing assignments option.
b. The system automatically selects the Prompt before sending e-mail option. Clear
the option if you do not want prompts.
5) On the Global tab, click Save and Close.
Tips
The address and subject line for the e-mail are generated based on the specific
assignment circumstances. For example, when you first assign a resource to an
activity, the e-mail subject line tells the resource they have been assigned and
provides the activity name. In all cases, the message text includes the project name,
resource start and finish dates, planned units, and planned units/time.
When the automatic e-mail option is on, confirmation messages are sent to you,
indicating the names of the recipients.
If a resource does not have an e-mail address specified on the Resources tab of the
Administration page, no e-mail can be sent.
When a resource is replaced on an activity, an e-mail is sent to the removed resource
and to the replacement resource.
Sending E-Mail to a Project Manager
You can send e-mail to the manager of a particular project.
To send e-mail to a project manager:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click the Organized By list and select Resources.
c. In the left pane, expand the project and select a resource.
d. In the right pane, select the Spreadsheet display option and click a project. The
manager of this project will receive your e-mail.
4) In the Resource Project Activities dialog box, click E-mail project manager.
5) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.

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b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
Sending E-Mail to Activity Resources
You can send e-mail to the resources listed for an activity.
To send e-mail to activity resources:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and select a workgroup.
4) On the Workgroup Workspace page, expand the Activities portlet and select an
activity.
5) On the Activity Form page, expand the Resources section and click E-mail these
resources.
6) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
Configure workspace content to add the Workgroups or Activities portlets, if they are
not available.
You can also e-mail resources from the Activity Details page of the Open Requests for
Resources portlet of the Dashboards page.
Sending E-Mail to Project Resources
You can send e-mail to the resources listed for a project.
To send e-mail to project resources:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.

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 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Communication Center portlet.
4) In the Communication Center portlet:
a. Click to expand a project and view its assigned resources.
b. Select the check box for each resource you want to add to the mailing list. Each
name you select will appear in the e-mail message's distribution list (the To: field).
c. On the E-mail tab, click the Send an e-mail link.
5) In the E-mail dialog box:
a. Edit the recipients, subject, and message text if needed.
b. Click Send E-mail.
Tips
You can also send e-mail to project resources from the Communication Center portlet
on the Dashboards page.
Select the check box next to the project name to automatically select all resources
listed. Clear the same check box to automatically clear all resources.
You must have an e-mail address listed in your user account to send e-mail.
Sending E-Mail to Resource Teams
You can send e-mail to an entire resource team of your choosing.
To send e-mail to a resource team:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab.
3) On the dashboard tab, expand the Resource Team Summary portlet:
4) In the Resource Team Summary portlet:
a. Click Filter by and select the team to which you want to send an e-mail.
b. Click E-mail resource team.
5) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.

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Updating the Progress of Activities Using E-mail
If E-mail Statusing Service is configured at your organization, you can request a list of your
assigned activities using e-mail. Then, you can reply with your status updates.
To update activity status using e-mail:
1) Using any e-mail application, log into the e-mail account uniquely associated with
your user account and resource entry in P6.
2) To request a list of your assignments, send an e-mail message to the P6 status updates
e-mail address specified by your administrator.
3) When you get the list of your assignments as a message in your inbox, open it.
4) (Optional) To update the status of only a single task:
a. Click on the Update this task link.
b. In the resulting form, enter your updates.
c. Click Send.
Note: To save time, try to update the status of all your tasks at the
same time. If your e-mail application does not support bulk inline
e-mail editing in your reply message, you will have to use the
Update this task step for each task.
5) To update the status of one or more tasks at the same time, click Reply.
6) In the reply message:
a. Enter your status updates using the approved formatting.
b. Click Send.
7) A confirmation message will be sent to you after your updates have been processed.
Note: If you need assistance with the options, syntax, or required
formatting of these messages, send an e-mail message with only
the word Help or ? in the subject line to receive more detailed
instructions.
About Grouping and Sorting
To simplify the display of complex tables of data, you can group rows of similar data and
sort the grouped bands as well as the data under them. Grouping helps you block
distracting data and focus only on the information you need. It also permits you to
collapse and expand hierarchical arrangements of your data rather than navigate large
flat lists.

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Working with Group and Sort Features
This set of controls appears throughout the application (most notably on the Activities,
EPS, and Assignments pages) and offers similar functionality for grouping and sorting the
fields (or columns) in a list, table, or scorecard. Options for text color, band background
color, and showing data in bands are also provided.
To answer questions you need answered involving two or more fields, consider grouping
by those fields. For example, if you need to know Do we have any code yellow activities
that started this month or last and that are assigned to vendor ABC? then group and sort
by your code, start date (to the month level), and vendor fields.
Table of Common Grouping and Sorting Screen Elements
Item Description
Common Group and Sort Example: In this example, the Activities page is
grouped by the Project, and Status fields.
Custom Group and Sort Example: In this example, the Activities page is
grouped by Activity Status, then by Primary Resource, and finally by the
Phase project code. This helps the user pinpoint the exact data they were
looking for.

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Item Description
Custom Group and Sort Settings: These are the corresponding Customize
Groupings dialog box settings applied to achieve the example in item 2
above. The hierarchical fields are capable of displaying data in many
nested levels, as indicated by an 18 in the To Level field.
Notes:
 Most groupings support up to ten (10) levels with some pages
such as the Activities, EPS, and Resource Assignments pages
supporting up to twenty (20) levels of grouping by one or more
fields.
 Because projects can be in two different portfolios, the same
project can appear in two different group bands when you are
grouped by portfolio. If you edit one of these bands, the other
bands will automatically be updated.
Grouping and Sorting Information
Grouping and sorting data helps reduce its visual complexity.
To group and sort data:
1) Navigate to a page supporting grouping and sorting.
2) If available in a toolbar, click Grouping and select a grouping option. The entries
are grouped hierarchically and sorted alphabetically.
3) If available in a toolbar, click Group... to open the Customize Groupings dialog
box.
4) On the Customize Groupings dialog box:
a. In the Level 1 Field list, select the first field you want to use to group all other data.
The available fields are arranged into categories that apply to your specific
context within the application.
b. In the remaining levels, select additional fields you want to use to further group
data empirically.
c. For each field, in the To Level list, select how deep the hiearchical groupings of
each field should appear. For example, if your project contained ten levels of
hierarchical WBS elements, enter 2 here if you only want to group all activities by
their top two WBS values. This is useful if you only want to see tasks grouped into
high-level arrangements, making them easier to scan. Instead of having to click
through each nested level, you might only be interested in seeing activities for
Phase II that fall under the Planning stage. To see activities grouped by all ten
levels, choose 10 or All.
d. For each field, in the Sort Order list, select how you want the grouped data bands
to be sorted when your grouping options are applied.

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Note: You can click a column header in the actual table you just
customized later to change the column used to sort the data rows
under each band, but the sort order for the grouping bands
themselves is only determined by your selections in the Sort Order
list on the Customize Groupings dialog box.
e. Click OK to close the dialog box and apply your grouping options to the page you
selected in step 1.
About Find, Search, and Filter Features
The application provides three main ways to find the data you need: Find, Search, and
Filter.
The Find feature is available in tables to help you find the next matching row in a column.
Use the Find feature in table columns to locate matching rows of data one at a time up
or down the table.
Note: For pages with static data, use the Find feature in your web
browser to locate fixed elements of the user interface. See the help
documentation for your web browser.
The Search feature is available on certain pages or dialog boxes to help you reduce the
number of available values, showing only those values that meet your search criteria. Use
the Search feature wherever it is available to locate only matching values.
The Filter feature is available on certain pages to help you reduce the amount of data in
tables, showing only those values that meet your filter criteria. Use the Filter feature
wherever it is available to view only matching values. For example, you might configure
a view with pre-defined filter, group, and sort parameters.
Working with Find, Search, and Filter Features
The application supports three general ways to find only the data you need. The options
available vary from page to page.
Find: Use the basic Find feature to search for matching entries, one at a time, in
tables.
Search: Use Search to view all matching entries in certain dialog boxes and special
pages.
Filter: An advanced type of search, filters show all matching entries while hiding the
data you don't want to view on the Activities, EPS, and Resource Assignments pages.
You can also apply filters to include only certain kinds of projects in a portfolio, or to
include only specific project codes on a dashboard.

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Finding Entries
Another common feature of P6 tables is the Find command. Unlike the Search feature
which shows you all matching results at once, the Find feature searches up or down in a
column to find the next single matching entry.
To find entries in a table:
1) Navigate to any page with a table of entries.
2) Right-click in a specific column of the table and choose Find.
3) In the Find dialog box:
a. In the Find what field, enter your search criteria
b. Select the Match whole words only option to constrain the results to only values
that match the exact words as typed.
c. Select the Match case option to constrain the results to only values that match the
upper or lowercase spelling of the words as typed.
d. In the Direction section, select either Up or Down to indicate the direction of the
search.
e. Click Find or press Enter to search up or down through the rows of values in the
selected column. Your matching search results are highlighted in the current table.
4) To find the next matching entry, right-click and select Find Next.
To find matching data on a page, however, use your web browser's Find command.
To find entries on a page:
1) Navigate to any page displaying field data.
2) In your web browser, select Find from the Edit menu. For Internet Explorer 8.x, select
Find on this Page from the Edit menu.
3) In the Find field, enter your search criteria and click OK or press Enter.
4) Your matching search results are highlighted on the current page.
Searching for Entries
The application provides similar search tools wherever they are required to help you
search for matching entries. For example, if you create a new issue while viewing a
project on the Activities page, one of the required fields you'll need to complete is called
Responsible Manager. To complete the field, you can either type a value if known, or
click to open the Select Responsible Manager dialog box. If you open the dialog box,
you can use the search field provided to search for a particular name in the OBS rather
than manually click through all the OBS entries. As another example, when you open
projects, templates, or portfolios, you can use the search tools to find matches by name
or ID.
To search for matching entries:

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1) If a search button such as Search is available, click it to show the Search field. If
not, proceed to the next step.
2) If a Search field is available, enter your search criteria and . If no search options are
available, the current page or dialog box does not support searching.
3) Click Search or press Enter to perform the search.
Note: Common dialog boxes in which you are asked to select a
value (accessible by clicking Select a Value throughout the
application) often include search features.
About Filters
As you work with increasing amounts of data over time, you will recognize a need to limit
your focus to only the data most relevant to your particular task or need. A filter is a
predefined constraint you place on data so that data that does not meet your filter
criteria is hidden and only the data you need are shown.
Working with Filters
Apply filters to large tables or complex pages in the application so their complexity and
time to display are reduced. For example, rather than displaying all activities for all
resources from all projects, likely to result in an unmanageable volume of data, you
might filter the Activities page to display only the activities assigned to you from a single
project. In this example, your filter criteria include an identifier for the single project and
an identifier for you.
Some pages feature basic filter options while others handle the most advanced logical
parameters. Applied alone or in combination, filters represent a powerful tool for
managing vast amounts of data.

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Basic Filters
The application presents simple filters you can apply to refine the data displayed. Basic
filters do not require you to define very detailed parameters.
Table of Basic Filter Elements
Item Description
A dashboard filter: In this example, the user has decided to apply a filter
to their Construction dashboard. The applied filter will determine the
data that appears in all the portlets of the dashboard.
The dashboard filtered by portfolio: The user's filter parameters are basic.
Essentially, the user selects a portfolio. Notice here that the user could
have elected to filter the dashboard by a special type of portfolio called
a filtered portfolio that is itself defined by more advanced filter criteria.
These examples illustrate how you can use filters to refine the precision of
the data you need while eliminating the noise or data you don't need.
Advanced Filters
You can create advanced filters to control with pinpoint accuracy the data displayed.
Advanced filters enable you to define what some users might perceive as complicated
logical parameters.
Example: A project manager for Release 2 is tasked with assigning resources to all Design
and Engineering Phase activities. She wants to examine all of Jeff Young's assignments to
see if he is available to assign to other activities that have not yet started and do not yet
have resources assigned to them. Her filter criteria is demonstrated below:

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Release equals Release 2 (a custom project code)
any of the following rules
Phase equals to Design and Engineering Phase
Primary Resource equals YoungJ - Jeff Young
Primary Resource is empty
The PM applies both her own user filter and the standard Not started activities only filter to
view activities matching either set of criteria in order to cast a wider net and review the
results.
Table of Advanced Filter Elements
Item Description
Creation of a new filter: In this example, the user wants to reduce the
number of activities on the Activities page. After naming the new filter,
the user defines custom parameters to constrain the data.
Filters applied to the current activity view: After creating the new single
user filter, the user marks it and also marks one of the standard filters. The
user has also elected to show matches for any applied filters.
Filtering Data
Filters use logical rules you define to hide the data that you don't want to display. This
allows you to work with only the "good" data you want. Filters help reduce visual clutter
and improve performance.
To use filters:
1) Navigate to a page that supports filtering.
2) Define and save your filter criteria.
3) Enable or apply the filter.

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Note: Defining filter criteria varies within the application from
making a few simple selections to applying advanced logic.
Pages Supporting Filters
The following areas of P6 support filtering:
Page Description
Activities page Apply filters based on project and activity parameters to
target specific activities.
EPS page Apply filters based on EPS and project parameters to
target specific projects.
Resource Assignments page Apply filters based on resource and role parameters to
target specific assignments.
Dashboards page Apply filters based on portfolios, projects, or codes to
target specific project and portfolio data displayed in
portlets on the dashboard.
Timesheet Approval page Apply filters based on timesheet status to target specific
timesheets. Also apply filters to the activities for a
selected timesheet.
Portfolio Analysis
page
Apply filters based on EPS, portfolio, and project code to
target specific portfolio data.
Issues page and
Issues portlets
Apply filters based on issue parameters to target specific
issues.
Risks page Apply filters based on risk parameters to target specific
risks.
Create Portfolio and
Portfolio Details
pages
Apply filters based on project data, codes, and UDFs to
target specific projects that make up a portfolio.
Workflow portlet Apply basic filters to view workflow tasks on the Action
Required tab and filter by role or status on the My
Workflows tab.

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Creating, Modifying, Saving, and Deleting Data
In general, you can create items and then directly modify the data in any field at any
time; however, the application will often guide you by making certain fields read-only or
hiding them when appropriate. To create items, follow the steps in the task topics
included in this online help or user guide. To modify data, follow the Getting Here steps to
navigate to a page or dialog box where you can directly view and edit the data. For
example, to modify activity data, navigate to the Activities page.
Once on a page, click in a field on a page or double-click in a table cell to edit or
remove a value. Once you select save, changes made will cascade through P6
automatically.
Other P6 users can make updates simultaneously on the same page you are working on.
To view saved changes made by other users, update your view by using the internet
browser refresh or navigate away and return to the page.
If you cannot modify the data item, consider the following reasons:
The item is read-only. In other words, the data on the page is only being displayed for
you to view; however, it cannot be modified.
Your current view settings do not allow you to access the data. For example, you
might be able to access the data by adjusting your group and sort or filter settings.
Or, you might need to customize your user interface view settings or ask your
administrator to configure or reassign your user interface view.
Your current security settings do not allow you to access the data. You do not have
security, OBS, module access, or other access permissions to modify the item.
Specific business logic prohibits making certain modifications. For example, the item
can only be modified by its creator and cannot be modified by other users, or it
cannot be changed after a certain date.
Related Topics
Cutting, Copying, and Pasting Data .....................................................................97
About Removing and Deleting Data.....................................................................98
Undoing Mistakes......................................................................................................99
Cutting, Copying, and Pasting Data
Use the standard Cut, Copy, and Paste features to save time while working with a variety
of items in the application. For example, you can copy an entire resource or role
assignment table row from one project to another in the resource planning spreadsheet
on the Resource Planning page. Instead of creating a new user from scratch,
administrators might add a new user by simply copying and pasting an existing entry on
the Users page for a similar user.
The steps for copying and pasting the following types of data in the application are
essentially the same:

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individual field and cell values
activities, including their steps and other associated data items
WBSs, including their activities and other associated data items
projects, including their WBS, activities, steps and other associated data items
EPS nodes, including their project & WBS data and activity data
resource and role assignments
user accounts and their associated data items
global and project security profiles, including their privileges
currencies, funding sources, calendar data, project codes, activity codes, and other
enterprise data supporting copy and paste functionality
scheduled reports
Note: The list above is not meant to represent all areas of the
application supporting this feature. Cut, Copy, and Paste
functionality is generally supported when these commands
appear in a toolbar or shortcut (right-click) menu. Be aware,
however, that there are exceptions. For example, you cannot
copy and paste a project unless you have the privilege to view
costs for a project.
To copy and paste a value:
1) Right-click on a row in a table and choose Copy (Ctrl+C) to copy the data item.
To remove the original item instead of creating a copy, choose Cut (Ctrl+X). In
fields, select the entire cell value or just a portion and then right-click and select Cut
or Copy.
2) Navigate to the supported destination for the new copied item, right-click, and
choose Paste (Ctrl+V). The supported destination should be compatible in order
for the copied data to paste successfully. For example, a row in a table pasted as a
row in another table, or a date-time field value pasted into another date-time field.
Note: Hold down the Ctrl key while clicking to select multiple rows
in a table. Hold down the Shift key to select contiguous rows.
About Removing and Deleting Data
In general, when you have the required security privileges, the application supports
direct modification, removal, and deletion of data. For example, you can directly input a
value over an existing field value or select an entry in almost any list or table and click
Delete to remove an assignment or delete an item. In some cases, certain additional
security settings might be required. You should also be aware of subtle differences
between removing an item and permanently deleting an item. Be aware that there may
be undesired consequences of your decision to remove or delete an item.

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Deleting Entries
The steps for deleting any entry in the entire application, such as activities, steps, or users,
are generally the same.
To delete an entry:
1) Navigate to any table or list of entries in the application.
2) Select an entry. To select multiple entries, press and hold the Ctrl key down as you
click additional entries. Press and hold the Shift key down to select all contiguous
entries.
3) Delete the entry using one of the following generally available methods:
a. In tables, right-click and select Delete.
b. If a toolbar is available, click Delete (Delete).
c. On other pages or dialog boxes, click the available Delete button or link.
4) If prompted to confirm, click OK.
See About Removing and Deleting Data (on page 98) to learn more about the options,
details, and consequences associated with deleting various types of entries.
Undoing Mistakes
Mistakes happen from time to time and P6 includes some standard methods for reversing
unwanted changes. Follow the steps below and stop at the step that fixes your data
entry error. If a step does not undo your accidental entry, proceed to the next step.
To undo mistakes:
1) In a table with unsaved changes, click Cancel to discard any pending changes
and revert back to the last saved state.
2) If the page you are viewing shows a Cancel button or link, click it to discard any
pending changes and revert back to the last saved state.
3) If the page you are viewing shows a Restore to Defaults button or link, click it to restore
the page.
Caution: This command will discard all changes that have ever
been made and will revert back to the original default values.
4) In a limited number of fields on only a few pages and dialog boxes, press Ctrl+Z to
undo only the most recent unsaved changes to only that field.
5) If you made an assignment and want to remove or change it, navigate back to the
page where you made the assignment and remove or change it. For example, you
can easily remove or change the users assigned to a user interface view, OBS
element, or portfolio. Begin by following the procedures in this help system for
assigning an entity and simply remove the assignment instead of making it.

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6) If you created an item by mistake, and want to permanently delete it, begin by
following the procedures in this help system for creating the entity and simply delete
it:
a. Navigate to the page showing the items.
b. Select the item you want to delete and click Delete.
c. Click Save to save your changes.
About Metrics and Calculations
P6 automatically calculates and displays various performance metrics designed to
enhance your company's competitive edge within your industry. Color-coded indicators,
such as Critical, Warning, Acceptable, and Exceptional, appear on
dashboards, workspaces, and portfolio pages to provide instant visual feedback.
The following categories of performance metrics are applied to portfolios, projects, or
even a single WBS to help you assess status relative to your goals.
Schedule - Metrics based on the current schedule, baseline duration, performance
percent complete, and schedule percent complete. This category also calculates
metrics at completion based on the current schedule. Examples include Schedule to
Date, Cost to Date, Schedule at Completion, and Cost at Completion.
Earned Value - Metrics based on Earned Value calculations. This category includes the
same metrics as the Schedule category, but uses different methods based on Earned
Value concepts such as SV and CV.
Index - Metrics based on cost or labor unit indices. This category includes:
 SPI - A measure of the work accomplished as a percentage of the work
scheduled. The Schedule Performance Index helps determine if your schedule is
meeting earned and planned values.
 CPI - A measure of the value of work accomplished as a percentage of the actual
costs. The Cost Performance Index helps assess spending vs. budget.
 TCPI - A measure of the value of the remaining project work. The To Complete
Performance Index helps determine the level of performance required to achieve
your objectives within budget and on time.
Additional summaries, forecasts, variances, and other calculations are also provided
automatically. For example, portfolios provide built-in ROI calculations and projects will
automatically help you determine critical float paths.
Using Visual Indicators
Indicators are a special type of user-defined field (UDF) that enable you or other users to
select color-coded icons (such as ) to display as values in columns to highlight
specific activities, activity steps, activity resource assignments, documents, projects,
resources, risks, WBS elements, expenses, and issues.

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To configure and apply user-defined indicators:
1) Click the Administer menu and choose Enterprise Data.
2) On the Enterprise Data pane, expand a group and select a UDF entry. For example,
expand Activities and click Activity UDFs.
3) On the UDFs page:
a. Click Add (Insert).
b. Enter a name for the UDF and then select Indicator from the Data Type list.
c. Click Save (Ctrl+S).
4) Navigate to the page where you want to display the color-coded indicator field,
such as Activities, EPS, or Risks, and add the indicator field to the table. Depending
on the page, click Customize, Columns, or Select Columns.
5) In the indicator field, select a color-coded visual indicator (such as ) from the
list.
6) Click Save or Save.
About Importing and Exporting Data
Import/Export features allow you to bring data into P6 as well as export data to other
tools when needed.
Available Import Options:
Import Projects from other P6 EPPM users or Microsoft Project
Import Activities
Import Resources
Import Locations
Import Appointments as personal non-work exception time from Microsoft Outlook
and other applications that support the iCalendar format
Available Export Options:
Export Projects
Export Activities
Export Resources
Export Resource Allocation and Cost
Export Risks
Export Project Data to an ERP System

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About Importing and Exporting Projects
You can import and export information to and from P6 using external files and then share
this information with other P6 EPPM users, Oracle Primavera Contractor users, other
project management tools (such as Microsoft Project and Microsoft Excel), and your
organization's human resource and accounting systems. You can also use external files
to archive your projects or create a backup of your database.
You can import and export project data between P6 and other applications using the
following file formats:
Oracle Primavera's XML format which enables you to share project information stored
in the P6 EPPM database.
Microsoft Project XML format which enables you to share information with Microsoft
Project 2007 or 2010.
Note: All project data are stored in a central database. You can
also import projects using the Primavera XER format in P6
Professional.
About P6 Help
Use this online help system to learn more about the P6 application. Context-sensitive help
is available from almost every screen by clicking its Help link or Help button.
Use the Table of Contents, Search, and Related Topics features to find the topics of most
interest to you and your team.
Note: The help files include information about all features; however,
each user might not be authorized by their administrators to access
every feature. The help files are written as if you have the access
settings required to perform the task or view all the screen
elements. If you cannot perform a step or view an element, try
adjusting your security settings. Your access to data and ability to
interact with the user interface are controlled by various security
features. See About Security (on page 78).
Viewing Help Content
As you work in the application, there will be times when you need assistance, on varying
levels. You might need just a reminder or a complete series of tasks to follow step by step.
Refer to the information below if you need help as you work in the application.
1) Consult your internal procedures. Your organization might enforce certain rules and
policies that override any instructions provided by Oracle.

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2) If you want to access the P6 Online Help system, consult the table below to determine
how to open it from your current location in the application.
Current Location: How to Open the Online Help:
a page or tab Click the Help link at the top right of the page.
a dialog box Click the Help button, if available. If no help button is
available, try searching for the name of the dialog box as
stated in the titlebar or use the related topic links
provided for similar topics in the Online Help.
a dashboard portlet Click the Help button in the portlet's titlebar.
a detail window
(panel)
Click the Help link at the top right of the detail window's
parent page and then click the link for the detail window
in the Online Help.
a work area in
full-screen view
Exit the full-screen view and click the Help link at the top
right of the page.

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Working with P6 Help Topics
The online help appears in your default web browser whenever you need help using P6.

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Table of Key Concepts: P6 Help
Item Description
Key Help Window Elements: The Contents tab presents the table of
contents for the help system showing topics arranged by subject. Use the
Search tab to find help content by entering your own choice of
characters, keywords, or phrases.
The search feature will help you find partial word matches. For example,
searching for site will return pages that include site, website, or sitemap.
The search uses combination AND logic when you type multiple words or
fragments. Only help topics that include all of the words or fragments
appear in the results (e.g., word 1 AND word 2).
If the topic is in the table of contents, click the Up/Previous arrow to view
the previous help topic in the order shown in the table of contents. Click
Down/Next arrow to view the next help topic in the order shown in the
table of contents. After a search, click Contents, if available, to view the
topic within the table of contents.
Key Help Page Elements: Context-sensitive help topics include an
overview, details for all screen elements on the actual P6 page, a Getting
Here section listing the steps required to navigate to the page, and
related topic links. Other types of topics include conceptual topics that
tell you about main ideas, conceptual topics that summarize how a
feature works often with sample screen images, task topics that take you
step-by-step through a procedure, and reference topics that describe
icons, fields, and other information. All topics may also include
applicable notes, tips, examples, and other information. Notes with
security considerations are indicated by .
Common P6 Commands
To reduce repetition, the following screen elements are considered common and are
documented once in the table below rather than on every help topic. They may appear
in P6 as links or buttons:
Save: Validates the data you entered or changed and then stores it. If it cannot
validate and save your data, the application will alert you so you can make
corrections; for example, when a required field value is missing or if a logical
constraint is not met.
Close: Closes the current page or dialog box. If you modified but did not yet save
data, you will be prompted to save or discard your changes.
Save and Close: Attempts to save the data and then close the current page or dialog
box, returning you to the previous page.
Cancel: Closes the page without saving any changes.
Defaults: Restores all options on the current page to their original default settings.

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Apply: Applies your modified settings to the object you are editing but does not save
them. This allows you to preview the impacts of your changes and decide if you want
to save them or make additional changes.
Customize: Opens the available options for customizing the current item. The custom
settings you make may be available to only you or to other users depending on the
item being customized.
OK: On a message box or alert dialog box, acknowledges that you have read the
message and want to continue rather than close or cancel the operation. On a
typical application dialog box, accepts your input and attempts to continue the
current task.
Assign: Applies your selection and continues the current task.
About Timesheets
With the optional P6 Progress Reporter module installed, users can submit timesheets
reflecting their work assignments on projects. Timesheet approval managers can then
approve or reject those timesheets.
Timesheets allow the user to record hours for assigned activities. Timesheets are assigned
a period and an approval level. The period defines the amount of time the timesheet
covers, lasting from one week to a month, and what day of the week will conclude the
timesheet. The approval level specifies how many levels of approval are necessary to
submit a timesheet. Approval levels range anywhere from no approval required to two
approval levels.
Working with Timesheets
Resources required to submit their time using the optional timesheets provided by P6
Progress Reporter will navigate to an online timesheet they can fill in and submit for
approval by their manager.
Resources submitting a timesheet must meet the following requirements:
a) The resource must be assigned to activities in the project.
b) The resource must be assigned to a user account with Team Member or Progress
Reporter module access by their administrators.
c) The resource must be designated to use timesheets.
Approval managers must meet the following requirements:
a) Approval managers must be assigned as the P6 Progress Reporter Approval Manager
for the resource submitting the timesheet.
b) Approval managers must be granted P6 Progress Reporter access by their
administrators to utilize the full set of timesheet features; however, a manager strictly
reviewing timesheets just needs access to the Timesheet Approval page from
dashboards.

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After a resource completes an online timesheet, the assigned approval manager for the
resource, or a designated delegate, then performs any of the following tasks:
approves or rejects the timesheet
notifies the resource about the status of the timesheet
views/determines if a resource has started or submitted a particular timesheet
adds timesheet notes
runs a timesheet report in the Reports section of P6
Note: If you are a timesheet approval delegate for a project
manager, you can review timesheets for resources who are
assigned to activities within the projects for which you have been
granted approval rights. A project manager can transfer timesheet
approval rights to different delegates for each project.
Approving or Rejecting Timesheets
As a timesheet approval manager or delegate, you can approve or reject timesheets for
resources for which you are responsible.
To approve or reject timesheets:
1) Click the Dashboards menu and select Approve Timesheets.
2) On the Timesheet Approval page:
a. Select Project Manager or Resource Manager from the Approving as list. Or, if you
are a delegate, select the value from the list that best represents your current role.
b. Select a timesheet period from the Timesheet Time Period list.
c. Click Filter By and select an option to filter the results. Select Action Required to
view timesheets awaiting your input. Select All to view all timesheets for the
selected time period.
Timesheets cannot be approved or rejected if the filter is set to All.
d. Select the timesheets you want to approve or reject. To select multiple timesheets,
use Ctrl+click or Shift+click.
e. To approve the selected timesheets, click Approve Selected Timesheets or
right-click the timesheets and click Approve (F6). Or, to reject the selected
timesheets, click Reject Selected Timesheets or right-click the timesheets and
click Reject (F7).
Note: If you reject a timesheet, you are prompted to confirm the
rejection, and to send a rejection e-mail to the associated
timesheet resource. Select the check box to send a notification by
e-mail, then click OK. You can edit the contents of the e-mail as
necessary.

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Tips
The Timesheets page of the Application Settings pane specifies how timesheets are
submitted and approved, including whether Resource Managers or Project
Managers, or both, must review and approve timesheets. Manager approval is not
required if these settings specify that timesheets are automatically approved upon
submission; however, you can still review and even reject those timesheets if needed.
The PM Approved and RM Approved status types are only valid when two approval
levels are required. In this case, the PM Approved status appears in the Action
Required filter for the resource manager when two approval levels are required, the
PM has approved, and resource manager approval is pending; likewise, the RM
Approved status appears in the Action Required filter for the project manager when
two approval levels are required, the RM has approved, and project manager
approval is pending.
If you are a Resource Manager, you can review timesheets for resources to whom
you have been assigned as timesheet approval manager. If you are a Project
Manager, you can review timesheets for resources who are assigned to activities
within projects for which you are responsible. If you are a timesheet approval
delegate for a Resource or Project Manager, you can review timesheets for resources
to whom the original manager has been assigned as timesheet approval manager.
Sending E-Mail about Timesheets to Resources
As a timesheet approval manager, you can send an e-mail notification to a resource at
any time. For example, you might want to remind a resource or group of resources about
timesheets that need to be submitted. The resources and users you notify must already
have a valid e-mail address stored in P6.
To send e-mail about timesheets:
1) Click the Dashboards menu and select Approve Timesheets.
2) On the Timesheet Approval page:
a. Select a timesheet period from the All Timesheets for list.
b. Using the Timesheet Table toolbar, click Filter By, Group By, and
Customize Columns to view only the timesheets you want. For example, to send an
e-mail notification to all timesheet resources who have not submitted a timesheet
for the current period, set the timesheet filter to Not Submitted.
c. Select one or more resource timesheets. To select more than one timesheet, use
Ctrl+click or Shift+click.
d. Click Click to send an e-mail.
3) In the Primavera P6 E-Mail dialog box:
a. P6 pre-fills the recipient list and subject of the e-mail. Edit the recipients and
subject as necessary.
b. Enter the message body in the large field below the subject line.
c. Click E-mail.

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Note: Use the Bcc field to send e-mail to multiple recipients. This
hides the list of recipients when delivered, safeguarding the
privacy of each recipient.
Assigning a Project Manager Delegate for Timesheets
If you are a project manager, you can assign a temporary delegate to process
timesheets awaiting your approval while you are not able to process them yourself. For
example, you might be on business travel or vacation, or the workload requires you to
assign timesheet approval responsibility to others.
To assign a project manager delegate:
1) Click the Dashboards menu and select Approve Timesheets.
2) On the Timesheet Approval page:
a. Select Project Manager from the Approving as list.
b. Click Assign Delegate.
3) In the Assign Project Manager Delegate dialog box:
a. If more than one project is listed, select a project.
b. Click and select a user from the Select a User dialog box. Click OK.
c. To activate the delegate's approval rights, select the check box for the project
row where you need to designate a delegate.
d. Click Apply.
e. Repeat for each project that you want to assign to a delegate.
f. Click OK.
Tips
You can assign any user as your delegate; however, the activities that appear in the
table are dependent on the delegate's OBS access.
If you are a project manager, the Assign Project Manager Delegate dialog displays a
list of all projects for which you are responsible for processing timesheets. You can
assign the same delegate to each project, or you can select a different delegate per
project.
The maximum number of projects displayed in the Assign Project Manager Delegate
dialog is controlled by the Maximum number of rows displayed in trees and pick lists
value on the My Preferences page Global tab.
To disable a delegate's approval rights, clear the check box or clear the top-level
option to clear all delegate options. If you want to remove a user as a potential
delegate in the Assign Project Manager Delegate dialog box, select the user's name
and press the Delete key or select another user to replace the previously listed user.
Even when you activate a delegate's approval rights, you continue to have approval
rights as a resource manager or project manager.

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When you add or remove a delegate's approval rights, the delegate will receive an
e-mail notification if they have a valid e-mail address defined with their user account.
When adding a delegate, the format of the message is:
<username> has assigned you to review timesheets for the following projects:
<project 1>, <project 2>, etc. Please contact <username> if you need assistance.
When removing a delegate, the format of the message is:
<username> has removed your time approval delegate rights for the following
projects: <project 1>, <project 2>, etc. Thank you for your assistance.
Assigning a Resource Manager Delegate for Timesheets
If you are a resource manager, you can assign a temporary delegate to process
timesheets awaiting your approval while you are not able to process them yourself. For
example, you might be on business travel or vacation, or the workload requires you to
assign timesheet approval responsibility to others.
To assign a resource manager delegate:
1) Click the Dashboards menu and select Approve Timesheets.
2) On the Timesheet Approval page:
a. Select Resource Manager from the Approving as list.
b. Click Assign Delegate.
3) In the Assign Resource Manager Delegate dialog box:
a. Click and select a user from the Select a User dialog box.
b. To activate the delegate's approval rights, select the check box next to the
delegate's name.
c. Click OK.
Tips
You can assign any user as your delegate; however, the activities that appear in the
table are dependent on the delegate's OBS access.
To disable a delegate's approval rights, clear the check box next to the delegate's
name. If you want to remove a user as a potential delegate in the Assign Resource
Manager Delegate dialog box, you can select the user's name and press the Delete
key or select another user to replace the previously listed user.
Even when you activate a delegate's approval rights, you continue to have approval
rights as a resource manager or project manager.
When you add or remove a delegate's approval rights, the delegate will receive an
e-mail notification if they have a valid e-mail address defined with their user account.
When adding a delegate, the format of the message is:
<username> has assigned you to review timesheets for the following people:
<resource 1>, <resource 2>, etc.
When removing a delegate, the format of the message is:

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<username> has removed your time approval delegate rights for the following people:
<resource 1>, <resource 2>, etc. Thank you for your assistance.

113. 113
In This Section
About Dashboards, Workspaces, and Workgroups...........................................113
About Dashboards .................................................................................................113
About Project Workspaces....................................................................................123
About Project Workgroups ....................................................................................135
About Portlets..........................................................................................................140
About Dashboards, Workspaces, and Workgroups
P6 provides three types of user-customizable pages you can use to monitor and share
concise snapshots of data in a single place without having to navigate to other sections
of the application. They are:
Dashboards
Project Workspaces
Workgroups (a workspace within the project workspace)
You can customize the content and layout of each dashboard, workspace, and
workgroup to display related data inside smaller windows called portlets. Portlets provide
the means for adding, editing, and viewing up-to-date information about portfolio,
project, resource, workflow, document, and personal data. They provide a single
location for collaborating with other users.
You can have multiple dashboards and workgroups; however, each project has just one
project workspace.
About Dashboards
A dashboard is a customizable page consisting of the data you need to perform your
role. Dashboard data appears in one or more smaller regions called portlets. Custom
workspaces are available in the Dashboards section, where each workspace appears in
its own tab. The Projects section also presents a single dashboard for the current projects
you are viewing, called a workspace.
There are three types of dashboards:
User dashboards are private workspaces you create or customize that are not
available to other users. Use them to organize information meaningful to you. For
example, a dashboard that only contains My Activities, My Projects, My Documents,
and My Calendar.
Dashboards and Workspaces

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Multi-user dashboards are accessible to a specific group of users you select. If
another user configures a dashboard for your use, you can view it on the Dashboards
Home page. Only the dashboard's creator can modify its content, layout, or access.
Dashboards created by other users and made available to you should contain
project or resource information relevant to you.
Global dashboards contain information relevant to all users. All users can view them.
You must have the appropriate security privileges to create, edit, and delete global
dashboards.
Working with Dashboards
P6 provides three types of customizable dashboards: dashboards (representing multiple
projects), the project workspace (representing a single project), and workgroups
(representing the data important to sub-groups or teams within a project). You can
customize the content and layout of each dashboard or workspace to display the
portlets you want to view. Portlets provide a means for adding, customizing, editing, and
viewing portfolio, project, resource, and personal data, as well as for collaborating with
other users.
The Dashboards page displays the global and multi-user dashboards available to you as
defined in your user interface view settings, along with your private user dashboards.
Each dashboard displays one or more portlets.
Note: An administrative setting limits the number of portlets that
can display in a dashboard to 12; however, administrators can
specify a different maximum.
Use the Manage Dashboards page to modify the list of available dashboards that display
on the Dashboards page or to create your own private or multi-user dashboards. The
Personal Workspace dashboard is a common default title used for the default
dashboard assigned to a user. You can customize dashboards.
The Project Workspace page is the default dashboard for a project and provides many
categories of project information, also shown in portlets. Each team member views the
same project-related portlets, including Project Milestone Status, Activities Behind
Schedule, Project Documents, and so on.
The two primary types of dashboards appearing on the Dashboards page or Project
Workspace page, enable you to view and manage project data based on your module
access, security privileges, and role relative to a project.
Note: When multiple projects are open on the Project Workspace
page in the Projects section , the Select Project list displays each
one. You must select the project you want to work with from the
Select Project list. If a single project is open, the Select Project list
does not appear. Any action you perform and all data that
appear on the page apply to the selected project only.

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The Workgroups page is a collaborative space for people working on a project. It is a
subset of the workspace for an individual project. Project members can use the
Workgroups page to view activities, issues, and documents (requires optional document
repository) relevant to their area of the project.
Global Dashboards
As an administrator, you can create one or more global dashboards, customized for your
company's business needs, that apply to all P6 users. If your administrator creates global
dashboards and assigns one or more to your view:
they are automatically displayed as tabs on the Dashboards page when you login to
P6
the title of the global dashboard is determined by the administrator, for example,
Personal Workspace or Special Projects
only users with the required security privilege can modify the global dashboard's
content, layout, or access
If the administrator who created the global dashboard did not select the Restrict users
from changing the dashboard filter option on the Content tab of the Dashboard Details
page, you can specify your own dashboard filter in the Filter by field on the dashboard.
To hide a global dashboard, choose Manage Dashboards from the Dashboards menu in
the global navigation bar, then clear the dashboard's corresponding check box in the
Displayed Dashboards section.
Multi-user Dashboards
As an administrator, you can configure one or more multi-user dashboards, customized
for your needs. If you assign a multi-user dashboard to a user interface view, only users
who have access to the dashboard as specified in the Access tab of Dashboard
Preferences can view the dashboard.
Using Dashboards
As an administrator, you can configure and assign a user interface view for all users, even
new users. As users, you can access global and multi-user dashboards as defined in your
view when you log into P6. If you have the rights to access the Manage Dashboards
page, you can create and display the dashboards you want to view. On the Manage
Dashboards page, dashboards currently displayed are listed in the Displayed
Dashboards section; dashboards you have access to, but that are currently not
displayed, are listed in the Available Dashboards section. If you do not have the rights to
access the Manage Dashboards page, you can view only the dashboards included in
your view.
You can customize the Project Workspace page only if you have the appropriate
module access and security privilege.

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Caution: Exercise caution whenever you delete a multi-user
dashboard. Other users might be using it and should be notified
before you make such a change.
Table of Screen Highlights
Item Description
Customize button: On the Dashboards page, select a dashboard and
click Customize to open a page with three tabs where you can configure
the dashboard's settings such as its portlet content, size and positioning in
the dashboard layout, and user access.
Content tab: In this example, the General, Portfolio Views, and Personal
Information sections are expanded (the other sections are collapsed).
This shows the available fields and options you can configure. Select a
portlet's check box to show it on the dashboard.
Custom Portlets: Click the Add link to create your own portlets on the
dashboard.
Layout Tab: Use the arrow icons or drag and drop to change the position
of portlets within the dashboard. You can also choose from Narrow or
Wide size.
Access Tab: Use the common controls to select the user accounts
permitted to view this dashboard. You can also enable all users to view
the dashboard or restrict access to only you, the current user.

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Creating Dashboards
Create dashboards to display portlets and data that pertain to your role. Multi-user
dashboards are also available, including global dashboards for all users to share data.
To create a dashboard:
1) Click the Dashboards menu and select Manage Dashboards.
2) On the Manage Dashboards page, click Create Dashboard.
3) On the Copy from Existing Dashboard dialog box:
a. Select Default Dashboard or an existing dashboard to use as the basis for your new
dashboard.
b. Click OK.
4) On the New Dashboard page, click the Content tab.
5) On the Content tab:
a. Expand the General section.
b. In the Dashboard Title field, enter a name.
6) On the New Dashboard page, click Save and Close.
Tips
The New Dashboard page is identical to the more commonly referenced Customize
Dashboard page. See Customize Dashboard Page.
Customize a new dashboard by configuring its content, layout, and user access
settings.
Customizing Dashboards
You can customize dashboards to display and organize the content you want to view.
For each user-defined or multi-user dashboard you create, you can customize the
dashboard's content, layout, and access.
To customize dashboards:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, click Customize.
4) On the Customize page:
a. Click the Content tab and configure what portlets display on the dashboard
page.
b. Click the Layout tab and customize the display of the dashboard portlets.
c. Click the Access tab and select an option to determine which users can use the
dashboard.
d. Click Save and Close.

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Tips
You can also select a dashboard on the Manage Dashboards page to customize it.
You can always customize your private dashboards, as well as multi-user dashboards
you create. You cannot customize multi-user dashboards created by another user.
You must have the required security privilege to customize a global dashboard. For
global and multi-user dashboards you have access to view, but not edit, you might
be able to specify a user filter that overrides the dashboard filter specified by the
dashboard's owner. Be aware this may lead to unexpected results.
Configuring Dashboard Content
You can determine which portlets appear on a dashboard and how they display their
information. Your changes apply to all users of the current dashboard.
To customize dashboard content (select the portlets you want to appear):
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab and click Customize.
3) On the Dashboard Details page, click the Content tab.
4) On the Content tab:
a. Expand the General section to modify the dashboard title and its filters, or to
specify the maximum number of rows displayed in portlets.
b. Expand the other sections representing the data of interest to users of this
dashboard. For example, Resources.
c. Select the portlets you want to display by checking the box adjacent to the name
of the portlet.
d. For portfolio view and custom portlets, click Add.
e. Expand a portlet name to configure its options, fields, and lists that determine what
will display on the dashboard. Click Customize if available for the selected portlet.
5) On the Customize page, click Save and Close.
Tips
The default maximum number of portlets you can display in a dashboard is twelve;
however, your administrator can specify a different maximum.
Configuring Dashboard Access
You can make a dashboard available only to you (user dashboard), to all users (global
dashboard), or to a list of users you specify (multi-user dashboard).
To configure dashboard access:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab and click Customize.
3) On the Customize page, click the Access tab.

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4) On the Access tab, select an option to determine which users can use the
dashboard. If you select List of Users, use the common set of controls to specify which
user accounts can use the dashboard.
Tips
You must have the appropriate security privilege to specify access. You cannot change
the access setting for a multi-user dashboard created by another user.
Configuring Dashboard Filters
For multi-user and global dashboards, the dashboard owner can elect to restrict users
from changing the dashboard filter. If the dashboard owner selects this option, the
dashboard displays data according to the specified dashboard filter. If the dashboard
owner does not select to restrict users from changing the dashboard filter, users can
select their own filter for the dashboard.
To configure dashboard filters:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab.
3) On the dashboard tab, click Filter by at the top of the tab and select a filter from
the dialog box.
Tips
You can also change the filter from the General section on the Content tab of the
Customize page.
Configuring Dashboard Layout
You can arrange the portlets on the dashboard to accommodate your viewing
preferences.
To configure the layout of the portlets on a dashboard:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, click Customize.
4) On the Dashboard Details page, click the Layout tab.
5) On the Layout tab:
a. Select the Narrow or Wide option for each portlet to make it one or two columns
wide.
b. Select a portlet and click the up, down, left, or right arrows; or, drag and drop the
portlet to change its position.
c. Click Save and Close.

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Showing and Hiding Dashboards
Determine which of the dashboards available to you should appear on your Dashboards
page as its own separate tab.
To show or hide dashboards:
1) Click the Dashboards menu and select Manage Dashboards.
2) On the Manage Dashboards page, expand both the Displayed Dashboards and the
Available Dashboards sections.
3) In the Available Dashboards section, select the dashboards you want to show on the
Dashboards page. When you check a dashboard, it immediately moves to the
Displayed Dashboards section.
4) In the Displayed Dashboards section:
a. Select the dashboards you want to hide from the Dashboards page. When you
check a dashboard, it immediately moves back to the Available Dashboards
section.
b. If more than one dashboard appears, click the up and down arrows to customize
their order of appearance.
5) Click Dashboards to view the results of your selections on the Dashboards page.
Tips
There is no need to save your changes on this page; they are automatically applied.
Click Delete to permanently delete the dashboards you created or have permissions
to delete.
If there is not enough room to display all the dashboard tabs on the Dashboards
page, a black triangular arrow appears after the last tab. Click it to view a list of
dashboards from which you can make a selection.
Caution: Exercise caution whenever you delete dashboards. Other
users might be using them and should be notified before you make
such a change.
Working with Workflows in P6
Use workflows to route business processes such as project initiation requests through your
organization to gather information and visibility before a go/no go decision is made.
Template data, routing designators, and approval rules can be set for each stage of a
workflow. To illustrate these options, pretend we have a workflow involving five key
approval managers. You can define the workflow such that all five must approve and
even specify a particular sequence, if any. A much more relaxed approval rule would
require only one out of the five to approve.

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Workflows begin in BPM where your administrator defines the actual workflow tasks
involved and assigns them to specific users, roles, or groups. Then, in P6, an actual
business need kicks off a separate instance of the workflow and its required tasks are
automatically routed to their users, roles, or groups.
When a specific user or any user assigned to a role or group logs into P6, the Workflows
portlet on their dashboard will display their relevant tasks at this stage of the workflow, as
authenticated by BPM. As a workflow participant, you can select a task in the workflow
instance and claim ownership for it. This means you will be responsible for performing the
task. The application refreshes itself to show only the actions permitted for this particular
stage of the workflow for you (the currently logged in user).

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Table 1 of 2: Key Workflow Screen Elements
Item Description
Setup and Configuration: After your administrator sets up BPM, configure
a dashboard to display the Workflows portlet.
Action Required Tab: This tab shows the tasks that are important to you
(the currently logged in user).
My Workflows Tab: This tab enables you to view all workflows according
to role and status filters you can set.
Initiate a Workflow: Click Initiate a Workflow to start a new instance of
a workflow based on a predesigned template.

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Table 2 of 2: Key Workflow Screen Elements
Item Description
BPM Workspace: Use the BPM Workspace to update the progress of tasks,
initiate a change, request a project, and retrieve project information.
You are also able to apply a bulk action to multiple work items.
Note: If using BPM 11g (which always uses secure sign-on or SSO
authentication) or if using BPM 10g with SSO configured, you will see the
form in a new window. If SSO authentication is not configured with BPM
10g, you must log into BPM in the resulting window, close that window,
and then return to P6 and click View Form again. This procedure is
required whenever your BPM session expires.
Sample Workflow: A basic workflow image with tasks for a business user,
two project offices, and a project manager. The current workflow task is
Request Project because it is outlined in red and indicated by a red
arrow.
Workflow History: View a chronological sequence of all the previous
actions, users, and stages in the current workflow.
About Project Workspaces
A project workspace is a type of dashboard exclusively designed for your entire team to
share access to only the data needed for a single project. Configure workspaces to
display one or more smaller windows, called portlets, each with its own particular subject
matter or theme. Project workspaces can also include one or more child workgroups,
also displayed in a portlet.
Notes:
 Although the user interface for the P6 web application
distinguishes between dashboards, project workspaces,
personal workspaces, and workgroups, they are all essentially
the same type of object: a customizable page made up of the
portlets you want to view. One major differentiating factor is the
source of information to appear within the portlets in each type
of dashboard.
 Project workspaces and workgroups portlets are not available
for project templates.

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Working with Project Workspaces
The Workspace page is the home page for the project and provides many categories of
project information. Each team member views the same project-related information,
including project milestone status, activities behind schedule, project documents, and so
on. You can access a project's workspace by opening a project or group of projects,
and then clicking Workspace on the project navigation toolbar.
Note: Project Workspace portlets display data for the selected
project only. When multiple projects are open, you must choose
the project you want to work with in the Select Project list at the top
right of the Project Workspace page. When a single project is
open, the Select Project list does not appear.
Customizing Project Workspace
Customize each project's workspace to determine which portlets are visible on its
Workspace page and how they display.
To customize a project's workspace:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click Customize.
4) On the Customize page:
a. Click the Content tab and select the portlets you want to appear on the
Workspace page.
b. Click the Layout tab and customize the size and position of the portlets.
c. Click Save and Close when finished.
Configuring Workspace Content
You can determine what portlets display on the Workspace page and how they display
their information.
To customize workspace content:
1) Open one or more projects in the Projects section using one of the following methods:

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 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click Customize.
4) On the Customize page, click the Content tab.
5) On the Content tab:
a. Expand the sections you want to configure.
b. Select the portlets you want to appear on the Workspace page.
c. If you select a portlet with additional options, click to expand it and configure
the options or fields.
d. (Optional) Create a custom portlet.
6) On the Customize page, click Save and Close.
Tips
Some portlets, such as the Project Statistics and Project Issues portlets, offer additional
customization options.
In the Performance Threshold section, if the value calculated for the project is:
 Greater than the critical value, the status will be critical .
 Greater than the warning value and less than the critical value, the status will be
warning .
 Less than the exceptional value and less than the warning value, the status will be
acceptable .
 Greater than the exceptional value, the status will be exceptional .
Configuring Workspace Layout
You can arrange the portlets on your workspace to accommodate your viewing
preferences.
To configure workspace layout:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.

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2) On the Projects navigation bar, click Workspace.
3) On the Workspace page, select a project from the Select Project list if more than one
project is open and click Customize.
4) On the Customize page, click the Layout tab.
5) On the Layout tab:
a. Select the Narrow or Wide option for each portlet to make it one or two columns
wide.
b. Select a portlet and click the movement arrows to determine where it will sit on the
Workspace page.
c. Click Save and Close.
Sending E-Mail to Project Resources
You can send e-mail to the resources listed for a project.
To send e-mail to project resources:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Communication Center portlet.
4) In the Communication Center portlet:
a. Click to expand a project and view its assigned resources.
b. Select the check box for each resource you want to add to the mailing list. Each
name you select will appear in the e-mail message's distribution list (the To: field).
c. On the E-mail tab, click the Send an e-mail link.
5) In the E-mail dialog box:
a. Edit the recipients, subject, and message text if needed.
b. Click Send E-mail.
Tips
You can also send e-mail to project resources from the Communication Center portlet
on the Dashboards page.
Select the check box next to the project name to automatically select all resources
listed. Clear the same check box to automatically clear all resources.
You must have an e-mail address listed in your user account to send e-mail.

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About Project Performance Metrics
An array of performance metrics can be employed to measure project success against
time, cost, and other standards. Baselines are also often used to measure how a project
is progressing.
Project performance ratings are determined based on thresholds set for each of three
metrics: schedule, earned value, and index. Project health is calculated based on these
schedule performance thresholds.
Assessing Project Performance
You can use the workspace to quickly measure project performance. You can measure
project earned value, schedule, index, or statistics performance according to both
project cost and schedule.
To assess project performance:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Earned Value Performance, Schedule Performance, Index
Performance, or Project Statistics portlet and select a project to see its individual
performance.
Tips
If applicable, you can continue to follow the WBS down its line of children to view
individual WBS performance.
If the portlet is not available, add it to the workspace.
You can also assess project performance from the Performance or Statistics portlets
on the Dashboards page.
Assessing Project Health
You can use the workspace to quickly determine the health of a project and identify
areas where you might need to focus attention.
To assess project health:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.

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 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Project Health portlet to see a quick summarization of the project.
Tips
If the portlet is not available, add it to the workspace.
You can also assess project health from the Project Health portlet on the Dashboards
page.
Customizing Project Statistics
Customize project statistics to define how columns and groups are displayed in the
workspace.
To customize project statistics:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click Customize.
4) On the Customize page, click the Content tab.
5) On the Content tab, expand the Project Performance section and expand Project
Statistics.
6) In the Project Statistics section, click Customize Columns.
7) In the Customize Project Statistics dialog box, click the Columns tab.
8) On the Columns tab:
a. Configure the columns in the Selected Columns list.
b. Select options from each list.
9) In the Customize Project Statistics dialog box, click the Group tab.
10) On the Group tab, repeat the following for each level you want to customize:
a. Select options from the lists for each Level.

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b. Select or clear the options.
11) In the Customize Project Statistics dialog box, click Save.
12) On the Content tab, click Save and Close.
Tips
You can also customize project statistics columns from the Project Statistics portlet of
the Workspace page or the Project Statistics portlet of the Dashboards page.
Identifying Critical Activities Behind Schedule
You can use the workspace to identify activities that have zero or negative float and a
negative finish date variance.
To identify critical activities behind schedule:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Critical Activities Behind Schedule portlet and select an activity to see
its details.
Tips
Configure workspace content to add the Critical Activities Behind Schedule portlet, if
it is not available.
About Performance Thresholds
To help you assess the relative performance, earned value, index, and other calculations
for a WBS, project, or portfolio, P6 includes performance thresholds with visual indicators.
These thresholds capture the current calculation, variance, or metric and re-routes it into
one of four ranges or "buckets" as follows:
 Exceptional: Indicates that the metric falls into a range your organization
considers better than normal or exceeding expectations.
 Acceptable: Indicates that the metric falls into a range your organization
considers aligned with normal or within expectations.
 Warning: Indicates that the metric falls into a range your organization considers
below normal. The project may need attention.

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 Critical: Indicates that the metric falls into a range your organization considers
far below normal. The project likely requires significant corrective action.
Instead of each project member assessing a variance of, say 2.9%, and wondering if that
is good or bad, thresholds will assign an easily recognized visual indicator based on
standards and business goals at your organization. With thresholds, everyone can agree
what 2.9% under means.
As an example, if you consider falling 50 days behind schedule to be critical, set the
critical thresholds setting to 50 days. For each performance metric, you can specify the
values used to determine if the result is exceptional, acceptable, warning, or critical.
Project health is calculated based on performance schedule thresholds described in this
topic.
Note: The same metric result may be Acceptable for one
project and a Warning for another.
Working with Performance Thresholds
Project performance ratings are determined based on thresholds set for each of three
metrics: schedule, earned value, and index. Project health is calculated based on the
performance schedule thresholds. Use the Workspace page to set threshold values to
aid in evaluating progress against plans for each specific project.
For each performance metric, you can specify the values used to determine if the status
of a project is exceptional, acceptable, warning, or critical. For example, if you want to
raise a warning flag when the project Cost Performance Index (CPI) falls 5% below 1, set
the CPI warning threshold to 5 for the index metric. If the project CPI falls between 5%
below 1 and the value set for the critical threshold, the project status will be displayed as
Warning in the Index Performance portlet on the Workspace page.
In the Performance Threshold section on the Content tab of the Project Workspace
Details page, if the value calculated for the project is:
 Greater than the critical value, the status will be critical .
 Greater than the warning value and less than the critical value, the status will be
warning .
 Less than the exceptional value and less than the warning value, the status will be
acceptable .
 Greater than the exceptional value, the status will be exceptional .
About Milestones
A milestone represents any significant event, goal, or gate in a project. Although P6
considers them a type of activity, milestones have zero duration; at any given moment
they are either achieved or not. Some examples of milestones in an office building
addition project might include the following:
project definition complete

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structure complete
end bidding process
Milestones can also be assigned at the WBS-level, and each one given a weight which
indicates its importance to the project schedule. When you mark a milestone as
complete, the weight is used to calculate the performance percent complete of all
activities included in the WBS level.
During project planning, you will want to identify the major milestones as they will help
you monitor the project's progress. You can also assign an activity owner or a primary
resource to a milestone.
Sending E-Mail about Milestones
You can send an e-mail about the major goals in a project. This includes activities of type
milestone but not WBS milestones.
To send e-mail about milestones:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Milestone Status portlet and click E-Mail for one of the milestones.
4) In the E-mail dialog box:
a. Edit the recipients, subject, and message text if needed.
b. Click Send E-mail.
About Cost Performance Index (CPI)
Cost Performance Index (CPI) is a measure of the value of work accomplished as a
percentage of the actual costs. In this way, CPI helps you assess spending versus budget.
The CPI is computed as CPI equals Earned Value Cost divided by Actual Cost. A CPI
threshold value is expressed as a ratio. A value less than one indicates that actual costs
have exceeded the value of work performed. If the lower threshold value is one, an issue
is generated whenever the actual costs exceed the value of the work performed.

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About Schedule Performance Index (SPI)
Schedule Performance Index (SPI) is a measure of the work accomplished as a
percentage of the work scheduled, SPI indicates whether you are meeting earned and
planned values within your schedule.
SPI threshold values are expressed as ratios, where SPI is equal to Earned Value Cost
divided by Planned Value Cost. A value less than one indicates that less work was
actually performed than was scheduled. If the threshold value is one, the work
performed is aligned with the expected cost of performing that work according to the
schedule.
About To-Complete Performance Index (TCPI)
The To-Complete Performance Index (TCPI) is a calculated projection of the cost
performance that must be achieved on the remaining work to meet recognized business
goals, such as the Budget at Completion (BAC) or the Estimate at Completion (EAC).
TCPI is essentially a ratio of the remaining work to the remaining funds. It enables a
project manager to determine the level of performance needed to achieve the cost or
time objectives.
Based on the BAC, TCPI is calculated as (Budget at Completion minus Earned Value)
divided by (Budget at Completion minus Actual Cost). Based on the EAC, TCPI is
calculated as (Budget at Completion minus Earned Value) divided by (Estimate at
Completion minus Actual Cost). P6 initially sets the BAC equal to the EAC in order to use
only EAC in TCPI calculations.
Example: During the course of a project, the project manager (PM)
determines that the sum of all the budgets for the work to-date, the
total planned value, exceeds the business goals of the
organization. The Budget at Completion (BAC) is no longer a
realistic goal. The PM develops a projected Estimate at
Completion (EAC) that replaces the BAC as the new cost
performance goal. The PM uses the forecasted EAC minus AC for
the funds remaining denominator in the TCPI equation.
About Contract Management
Oracle Primavera Contract Management is a multi-user, multi-project database that
manages all aspects of contract control including changes and submittals. It can be
used in conjunction with P6 EPPM.
Essential features include:
Provides information to keep contracts on-time and within budget
Enables you to cross-reference and link documents for quick, easy retrieval

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Maintains historical data that can be used for the life of the project and referenced in
future projects
Aids in resolving disputes or claims
Working with Contract Management
If your P6 deployment is integrated with Contract Management, you can launch the
Contract Management Control Center from the Workspace page. In addition, when
your project is linked to a Contract Management project, you can view up-to-date
Contract Management information for the project, such as submittals or requests for
information, directly within portlets on the Workspace page.
You can select up to eight Contract Management portlets to display on the Workspace
page:
Contract Documents
Contract Issues
Contract Reports
Cost Worksheet
Request for Information (RFI)
RFI Turnaround Time
Safety
Submittals
Click on items or sections in the portlets to launch Contract Management and view
detailed information. For example, in the Request for Information (RFI) portlet, you can
click a section of the chart, such as OPN, to launch Contract Management and view a
list of all requests with an Open status.
Notes:
 The Cost Worksheet portlet is also available in the Dashboards
section and shows data for multiple projects useful to users with
interests that extend beyond the project-specific context.
 If your user name and password for Contract Management and
P6 are the same, you can immediately access information in
Contract Management. If you do not have the same user
name and password, the Login page appears, where you must
type a valid Contract Management user name and password.
Opening the Contract Management Control Center
If your organization is set up to access the Contract Management application, you can
launch the application from the Project Workspace. Additionally, if your project is linked
to a Contract Management project, you can also view up-to-date information such as
submittals or requests for information for the project within portlets on the Project
Workspace page.

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To open the Contract Management Control Center:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page, click Launch Contract Management.
4) On the Contract Management Logon page, log on using your Contract Management
user name.
Linking P6 and Contract Management Projects
When the P6 and Contract Management applications are linked, you can then link a
specific project in P6 to a Contract Management project. This will enable you to view
up-to-date contractual information for the project within portlets.
To link a P6 project to a Contract Management project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Contract Management.
5) On the Contract Management page, click Group Name: Project Name .
6) In the Primavera P6 dialog box, log on to Contract Management.
7) In the Select Project and Group dialog box, expand a project, select a group, and
click OK.
8) In the Project Preferences dialog box, click Save to continue working or click Save
and Close if you are finished.
Tips
To link the project to a Contract Management project, you must have a valid user name
and password. If you have a Contract Management user name and password that is the
same as the user name and password with which you are currently logged in to P6, you
are not prompted to login again. If you do not have the same user name and password
for both applications, you must enter a valid Contract Management user name and
password in the Primavera P6 dialog box.

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Linking P6/P6 Professional and Contract Management Applications
Perform the steps below to link P6 and P6 Professional to Contract Management. This link
at the application level allows you to establish links at the project level. When the
applications and projects are linked, P6/P6 Professional users can directly navigate to, or
directly show data from, the Contract Management application.
To link P6/P6 Professional to Contract Management:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click the General tab.
3) On the General tab:
a. Enter a URL in the Contract Management URL field of the Contract Management
section.
b. Click Save and Close.
About Project Workgroups
The Project Workgroup Workspace page (or Workgroup Workspace) is a collaborative
space for people working on a project. It is a subset of the workspace for an individual
project. Project members can use the Workgroup Workspace to view documents, issues,
and other information relevant to their area of the project.
Working with Workgroups
Workgroups provide a way for a team to focus on specific project activity, issue, and
document information visible inside these three portlets found on the Workgroup
Workspace page:
Activities Portlet of the Workgroup Workspace Page
Issues Portlet of the Workgroup Workspace Page
Documents Portlet of the Workgroup Workspace Page
The data in each portlet inside a workgroup portlet is specific to the project workgroup or
to activities assigned to the workgroup. The portlets appear on a special Workspace of
Workgroup page showing the name of the workgroup. For example, if your workgroup is
called Team A, you would click the Team A link in the Workgroups portlet to open the
Workspace of Team A page.
Note: The Documents portlet is only available when the optional
Content Repository feature is enabled.
Assigning Documents to Projects
You can move documents from a workgroup to a project.
To assign documents to a project:

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1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and select a workgroup.
4) On the Workgroup Workspace page, expand the Documents portlet and click the
Workgroup tab.
5) On the Workgroup tab, select a document and click Assign to Project.
6) In the Select Project dialog box, select a project and click OK.
Tips
The Assign to Project option is disabled if the document is already assigned to a
project.
You can only assign documents to the project to which the workgroup was
associated.
If the Workgroups or Documents portlets are not available, add them to the
workspace.
You can also access workgroups from the My Workgroups portlet of the Dashboards
page.
Creating Workgroups
Create workgroups as a focus area for issues, activities, and documents of a specific
project segment.
To create workgroups:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and click Add.

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4) In the Add a Workgroup dialog box, enter a name in the Workgroup name field and
click Save.
Tips
Configure workspace content to add the Workgroups portlet, if it is not available.
You can also access workgroups from the My Workgroups portlet of the Dashboards
page.
Customizing Workgroups
Customize workgroups to determine which portlets are visible on the Workgroup
Workspace page.
To customize workgroups:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and select a workgroup.
4) On the Workgroup Workspace page, click Customize.
5) On the Customize page, click the Content tab.
6) On the Content tab:
a. Select or clear the options to add or delete workgroup portlets.
b. Enter a value in the Maximum number of rows displayed in Workgroup lists field.
7) On the Customize page, click the Layout tab.
8) On the Layout tab:
a. Select the Narrow or Wide option for each portlet to make it one or two columns
wide.
b. Select a portlet and click the movement arrows to determine where it will sit on the
Workspace page.
9) On the Customize page, click Save and Close.
Tips
If you select the Issues portlet, you can click Customize to customize issue columns,
filters, groups, or charts.
If you select the Documents portlet, you can opt to show activity documents.
Configure workspace content to add a portlet, if it is not available.

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You can also access workgroups from the My Workgroups portlet of the Dashboards
page.
Assigning Workgroup Activities
Assign activities to a workgroup to relate them to a specific segment of a project.
To assign activities to a workgroup:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and select a workgroup.
4) On the Workgroup Workspace page, expand the Activities portlet.
5) In the Activities portlet, click Assign.
6) In the Select an Activity dialog box, assign activities and click Close.
Tips
Any issues and documents associated with the assigned activity are automatically
assigned to their respective portlets in the workgroup.
If the Workgroups or Activities portlets are not available, add them to the workspace.
You can also access workgroups from the My Workgroups portlet of the Dashboards
page.
Creating Workgroup Issues
Create workgroup issues to identify problems that must be addressed before a project
can be completed.
To create workgroup issues:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:

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a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and select a workgroup.
4) On the Workgroup Workspace page, expand the Issues portlet.
5) In the Issues portlet, click Add and select a form from the dialog box.
6) On the Add Issue page, enter or select a value for each of the required fields and
click Save.
Tips
The Default Form, displays all issue fields. If no issue forms are assigned to the project,
the Default Form is the only form you can select.
Configure workspace content to add the Workgroups or Issues portlets, if they are not
available.
You can also access workgroups from the My Workgroups portlet of the Dashboards
page.
Sending E-Mail to Activity Resources
You can send e-mail to the resources listed for an activity.
To send e-mail to activity resources:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Workspace.
3) On the Workspace page:
a. If more than one project is open, select a project from the Select Projects list.
b. Expand the Workgroups portlet and select a workgroup.
4) On the Workgroup Workspace page, expand the Activities portlet and select an
activity.
5) On the Activity Form page, expand the Resources section and click E-mail these
resources.
6) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
Configure workspace content to add the Workgroups or Activities portlets, if they are
not available.

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You can also e-mail resources from the Activity Details page of the Open Requests for
Resources portlet of the Dashboards page.
About Portlets
Portlets are small expandable windows representing a specific theme or particular
subject matter. They are only available on dashboards, project workspaces, or
workgroup pages. Portlets provide a concise way to organize, present, and assess
project data within a single page and also offer tools for adding, modifying, and
personalizing portfolio, project, and resource data. Portlets on shared dashboards or
workspaces provide a centralized place for collaborating with other users.
The same portlet might display information differently depending on the page on which
it appears. On a dashboard, portlets display data based on association, ownership, or
applied filters. On a project workspace, portlets reflect data for the open project. On a
workgroup workspace, portlets show information belonging to that workgroup.
Working with Portlets
As a project manager or administrator, you can arrange the portlets you want on a
shared dashboard or project workspace for other users to view.

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Table 1 of 2: Working with Portlets
Item Description
Dashboards Page: Portlets appear on dashboards. In this example, the
Dashboards page presents a series of tabbed dashboards. The currently
selected dashboard also shows links for expanding and collapsing its
portlets, as well as a Customize button where you can configure the
portlets that appear.
Dashboard Filter: The same portlets are capable of displaying data for
any number of projects. Use this field to filter all portlets on a dashboard
by project, portfolio, or projects sharing a project code.
Portlet Titlebar: In addition to its title, each portlet's titlebar shows icons for
expanding or collapsing, accessing help, refreshing, maximizing or
restoring, and closing it. Some portlets also include a print icon.
Wide Layout Size: The Project Gantt Chart portlet is positioned on top and
set to a wide size. Each portlet includes features unique to itself, such as
toolbars, customizable elements, filters, links to other data, and
mouseover tooltips.
Narrow Layout Size: The Resource Team Summary portlet is positioned
below it and to the left in a narrow size. This portlet requires that you
select a resource team before it can display any data.
Custom Portlet: You can use a portlet to display custom online content.
Collapsed Portlet: The Performance Scorecard portlet is collapsed.
Expand it to view its contents.

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Table 2 of 2: Working with Portlets
Item Description
Performance Portlet: Quick visual indicators immediately report status in
the Schedule, Earned Value, and Index Performance portlets.
My Projects Portlet: This portlet provides a high-level listing of each
project's current status. Click a project name link to open the project.
Resource Analysis Area Chart: Display the data in this portlet by filtering
on a resource team, code, or level in the hierarchy. Choose from several
different types of charts.
Pie Chart: This portfolio view portlet has been formatted as a pie chart
and configured to show its data labels and a color-coded legend. Other
formats available include bubble charts, scorecards, and three varieties
of histogram.
Scorecard: This portfolio view portlet has been formatted as a scorecard
with a custom assortment of columns.

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List of Portlets
Listed below, grouped by theme, are all possible portlets available on the Dashboards
page and Project Workspace page. The portlets available in your configuration may
vary. Click the portlet name to view a description of the portlet, the steps required to
navigate to it, and any related tasks you can perform using the portlet.
Dashboard Portlets:
Personal Data for the Currently Logged-In User
Communication Center Portlet of the Dashboards and Workspace Page
My Activities Portlet of the Dashboards Page
My Issues Portlet of the Dashboards Page
My Projects Portlet of the Dashboards Page
My Workgroups Portlet of the Dashboards Page
My Calendar Portlet of the Dashboards Page
My Documents Portlet of the Dashboards Page
My Risks Portlet of the Dashboards Page
Portfolio Views
Portfolio View Portlet of the Dashboards Page
Project Performance
Earned Value Performance Portlet of the Dashboards and Workspace Page
Schedule Performance Portlet of the Dashboards and Workspace Page
Index Performance Portlet of the Dashboards and Workspace Page
Project Statistics Portlet of the Dashboards or Workspace Page
Project Health Portlet of the Dashboards and Workspace Page
Project Notebooks Portlet of the Dashboards and Workspace Page
Project Gantt Chart Portlet of the Dashboards Page
Workflow
Workflows Portlet of the Dashboards Page
Document Reviews Portlet of the Dashboards Page
Resources
Open Requests for Resources Portlet of the Dashboards Page
Resource Analysis Chart Portlet of the Dashboards Page
Resource Team Summary Portlet of the Dashboards Page
Custom Portlets
Custom Portlet of the Dashboards or Workspace Page
Contract Management

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Cost Worksheet Portlet of the Dashboards or Workspace Page
Project Workspace Portlets:
Project Data for the Currently Selected Project
Project Documents Portlet of the Workspace Page (with content repository)
Project Documents Portlet of the Workspace Page (without content repository)
Project Risks Portlet of the Workspace Page
Project Issues Portlet of the Workspace Page
Project Notebooks Portlet of the Dashboards and Workspace Page
Overallocated Resources Portlet of the Workspace Page
Critical Activities Behind Schedule Portlet of the Workspace Page
Milestone Status Portlet of the Workspace Page
Custom Portlets
Custom Portlet of the Dashboards or Workspace Page
Contract Management
Contract Documents Portlet of the Workspace Page
Contract Issues Portlet of the Workspace Page
Contract Reports Portlet of the Workspace Page
Cost Worksheet Portlet of the Dashboards or Workspace Page
Request for Information (RFI) Portlet of the Workspace Page
RFI Turnaround Portlet of the Workspace Page
Safety Portlet of the Workspace Page
Submittals Portlet of the Workspace Page
Project Collaboration
Communication Center Portlet of the Dashboards and Workspace Page
Project Calendar Portlet of the Workspace Page
Workgroups Portlet of the Workspace Page
 Activities Portlet of the Workgroup Workspace Page
 Documents Portlet of the Workgroup Workspace Page
 Issues Portlet of the Workgroup Workspace Page
Project Performance
Schedule Performance Portlet of the Dashboards and Workspace Page
Earned Value Performance Portlet of the Dashboards and Workspace Page
Index Performance Portlet of the Dashboards and Workspace Page
Project Statistics Portlet of the Dashboards or Workspace Page
Project Health Portlet of the Dashboards and Workspace Page

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Customizing Portlets
In general, click Customize within a portlet to set options for it. The following tasks help
guide you through the steps to customize the specific portlets listed.
Related Topics
Customizing the My Risks Portlet ...........................................................................145
Customizing the Resource Analysis Chart Portlet...............................................145
Customizing the Open Requests for Resources Portlet .....................................146
Customizing Portfolio View Portlets.......................................................................146
Analyzing Resource Team Usage in the Resource Team Summary Portlet....147
Customizing the My Risks Portlet
Customize the My Risks portlet to determine which columns and filters to apply to the
portlet.
To customize My Risks:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the My Risks portlet and click Customize.
4) In the Customize Risks dialog box, click the Columns tab.
5) On the Columns tab, select columns from the Available Columns list.
6) In the Customize Risks dialog box, click the Filter tab.
7) On the Filter tab:
a. Select an option from the Display list.
b. If applicable, select or clear the options.
8) In the Customize Risks dialog box, click Save.
Tips
You can also customize the risks that appear in the Project Risks portlet of the project's
Workspace page.
Customizing the Resource Analysis Chart Portlet
Customize the Resource Analysis Chart portlet to determine how information will display
in the portlet.
To customize the portlet:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Resource Analysis Chart portlet.
4) In the Resource Analysis Chart portlet:

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a. In the Resource field, click Select a Resource and select a resource from the
dialog box.
b. In the Group by field, click Select Grouping and select a project code from the
dialog box.
c. Click Customize.
5) In the Customize chart dialog box:
a. Select a value in the Chart Type field.
b. Configure the other settings as needed.
c. Click Save.
Tips
You can also customize portlets from the Content tab of the Customize Dashboard page.
Customizing the Open Requests for Resources Portlet
Customize the Open Requests for Resources portlet to determine what information will
display in the portlet.
To customize the portlet:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab and click Customize.
3) On the Customize page, click the Content tab.
4) On the Content tab, expand the Resources section and expand the Open Requests
for Resources section.
5) In the Open Requests for Resources section, configure the options, lists, and fields to
determine what will display in the portlet.
6) On the Customize page, click Save and Close.
Tips
You can also click Customize in the Open Requests for Resources portlet to access the
Customize page.
Customizing Portfolio View Portlets
Customize portfolio view portlets to determine what and how information will display in
the portlet.
To customize portfolio view portlets:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the portfolio view portlet you want to customize and click
Customize.
4) In the Customize dialog box:

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a. Configure the settings to determine the information that appears in the portfolio
view portlet. The settings vary based on your choice of chart, scorecard, or
histogram in the Type field.
b. Click Save.
Tips
You can further customize scorecard portfolio view portlets to reflect the data you
need.
You can also customize Portfolio View portlets from the Content tab of the Customize
Dashboard page.
Customizing Scorecard Portfolio View Portlets
You can customize scorecard portfolio view portlets to reflect the data you need.
To customize a scorecard portfolio view portlet:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand a scorecard portfolio view portlet and click Customize.
4) In the Customize dialog box, click the Columns tab.
5) On the Columns tab:
a. Select the columns you want to show in the scorecard using the common controls.
b. Specify values for the two sort fields.
c. Select the Show Project Requests check box to include potential project data.
6) In the Customize dialog box, click the Group tab.
7) On the Group tab, configure how you want to group the data in the scorecard using
common controls.
8) In the Customize dialog box, click Save.
Tips
You can also customize the portlet from the Content tab of the Dashboard Details page.
Analyzing Resource Team Usage in the Resource Team Summary Portlet
You can use the Resource Team Summary portlet to analyze resource team usage in a
spreadsheet or histogram.
To analyze resource team usage:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Resource Team Summary portlet.
4) In the Resource Team Summary portlet:
a. Click Filter by to select a resource team.
b. In the Resource column, click the link for a resource team.

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5) On the Resource Usage page:
a. Select a Spreadsheet or Histogram display option.
b. Click Customize.
6) In the Customize dialog box:
a. Configure the Display, Timescale, and other options
b. Click Save.
7) Click Return one or more times to go back to the Resource Team Summary portlet
on a dashboard.
Tip
The same resource team usage data can also be viewed by selecting a resource team
on the Resource Usage tab of the Analysis page in the Resources section.
Creating Portfolio View Portlets
Create portfolio view portlets to display project portfolio data in a bubble chart, pie
chart, scorecard, histogram, side-by-side histogram, or stacked histogram portfolio view.
To create a portfolio view portlet:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, click Customize.
4) On the Customize page, click the Content tab.
5) On the Content tab, expand the Portfolio Views section and click the Add link.
6) In the Create View dialog box, select a new or existing portfolio view and click OK.
7) In the Portfolio Views section, expand the new view:
a. Enter a name in the Title field.
b. Select a portfolio view format from the Type list.
c. Configure the settings that vary based on your choice in the Type field. If you
selected Scorecard, click Customize to configure it.
8) On the Content tab, click Save and Close.
Tips
To show the portlet on the dashboard, select the check box near its name before you
click Save and Close. To remove the portlet from the dashboard, clear its check box.
To remove the portlet from appearing as a potential portfolio view, click Remove.
Your security access settings determine if you can create new portlets based on new
or existing portfolio views.
Document Review and Workflow Portlets
The following topics apply to document reviews and workflows in portlets.

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Participating in Document Reviews
If you have configured the optional Content Repository with P6, and you are assigned as
a reviewer for a specific document, you can review documents from the Document
Reviews portlet on a dashboard. As a reviewer, you can access review details, add
comments or attachments, and approve or reject the document.
To respond to a document review:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Document Reviews portlet and click the Action
Required tab.
4) On the Action Required tab:
a. Select a document to review.
b. Click View to view the document.
c. Click Details to view attachments and comments from previous reviewers.
d. Click Approve or Reject.
5) In the Approve Document Review or Reject Document Review dialog box:
a. Enter any supporting comments.
b. Attach any supporting documents.
c. Click Approve or Reject.
Tips
If the review type is set to Everyone Must Review in Sequence, the review will not
appear in subsequent reviewers' Action Required portlets until the document has
been approved by the previous reviewer.
If the Document Reviews portlet is not available, configure dashboard content in
order to add it to the dashboard.
Terminating Document Reviews
You can terminate document reviews that you initiated.
To terminate a document review:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Document Reviews portlet.
4) In the Document Reviews portlet, click the My Reviews tab.
5) On the My Reviews tab:
a. Select the name of the document review you want to terminate.
b. Click Terminate.

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Tips
Configure dashboard content to add a portlet to the dashboard if it is not available.
About Workflows
A workflow is an automated business process that routes information and tasks between
participants according to a defined set of procedures or rules designed to coordinate a
specific business goal. Workflows are primarily characterized by their level of procedural
automation involving one or more dynamic related series of processes, and their
combination of human and machine-based tasks involving interaction with software and
systems.
The following industry segments, marked by relatively high office labor costs and
transaction volume, have demonstrated successful workflow implementations:
Insurance
Banking
Legal
General & Administrative
Design
Engineering
Manufacturing
Business process modeling and workflow automation allow transactions to be
conducted electronically without the need for manual intervention such as conducting
certain validations or re-keying data. When workflow IT systems are processing repetitive,
mundane, and often error-prone work, talented staff resources become available to
handle activities that add real value to the enterprise.
P6 includes a sample Project Initiation and Review workflow used to evaluate proposed
work for BPM 10g. It automates the process of reviewing and approving new project
requests. You can also create your own workflows implemented through the use of
templates created using BPM. Each workflow template defines the data, business
processes, review phases, and approval requirements for the varying types of workflows
specific to your organization. The necessary security privileges must be in place for you to
create, initiate, or participate in workflows.
Working with Workflows in P6
Use workflows to route business processes such as project initiation requests through your
organization to gather information and visibility before a go/no go decision is made.
Template data, routing designators, and approval rules can be set for each stage of a
workflow. To illustrate these options, pretend we have a workflow involving five key
approval managers. You can define the workflow such that all five must approve and
even specify a particular sequence, if any. A much more relaxed approval rule would
require only one out of the five to approve.

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Workflows begin in BPM where your administrator defines the actual workflow tasks
involved and assigns them to specific users, roles, or groups. Then, in P6, an actual
business need kicks off a separate instance of the workflow and its required tasks are
automatically routed to their users, roles, or groups.
When a specific user or any user assigned to a role or group logs into P6, the Workflows
portlet on their dashboard will display their relevant tasks at this stage of the workflow, as
authenticated by BPM. As a workflow participant, you can select a task in the workflow
instance and claim ownership for it. This means you will be responsible for performing the
task. The application refreshes itself to show only the actions permitted for this particular
stage of the workflow for you (the currently logged in user).

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Table 1 of 2: Key Workflow Screen Elements
Item Description
Setup and Configuration: After your administrator sets up BPM, configure
a dashboard to display the Workflows portlet.
Action Required Tab: This tab shows the tasks that are important to you
(the currently logged in user).
My Workflows Tab: This tab enables you to view all workflows according
to role and status filters you can set.
Initiate a Workflow: Click Initiate a Workflow to start a new instance of
a workflow based on a predesigned template.

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Table 2 of 2: Key Workflow Screen Elements
Item Description
BPM Workspace: Use the BPM Workspace to update the progress of tasks,
initiate a change, request a project, and retrieve project information.
You are also able to apply a bulk action to multiple work items.
Note: If using BPM 11g (which always uses secure sign-on or SSO
authentication) or if using BPM 10g with SSO configured, you will see the
form in a new window. If SSO authentication is not configured with BPM
10g, you must log into BPM in the resulting window, close that window,
and then return to P6 and click View Form again. This procedure is
required whenever your BPM session expires.
Sample Workflow: A basic workflow image with tasks for a business user,
two project offices, and a project manager. The current workflow task is
Request Project because it is outlined in red and indicated by a red
arrow.
Workflow History: View a chronological sequence of all the previous
actions, users, and stages in the current workflow.
Participating in Workflows
All workflow tasks requiring your participation are listed in the Action Required tab of the
Workflows portlet on a dashboard. For example, you might be asked to evaluate new
project initiatives as part of a new project evaluation workflow.
The process form that accompanies each workflow task is based on the workflow type
and stage, so the information displayed might vary each time you perform this task.
Note: The Workflows portlet requires installation of BPM. See your
administrator.
To review a workflow task:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Workflows portlet.
4) In the Workflows portlet, click the Action Required tab.
5) On the Action Required tab, select a task and click View Form.
Notes:

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 If using BPM 11g (which always uses secure sign-on or SSO
authentication) or if using BPM 10g with SSO configured, you will
see the form in a new window. If SSO authentication is not
configured with BPM 10g, you must log into BPM in the resulting
window, close that window, and then return to P6 and click
View Form again. This procedure is required whenever your BPM
session expires.
 For workflow tasks with no associated form, this icon is disabled.
To perform an action on a workflow task with no associated
form, log into BPM and use the available menus, buttons, and
other options on the form. It is also possible to design a solution
using the P6 Integration API.
6) On the BPM Workflow Form dialog box, select an action to perform or review the
resulting form or message. The title and available screen elements of this form vary
depending on the selected workflow, stage, task, and steps.
7) Click Submit, Save, or a similar command to complete the action required for this
particular workflow task.
Linking the Cost Worksheet to Contract Management
You can link the Cost Worksheet portlet to P6 EPPM to view cost data for projects in a
single Contract Management module database. Before you can link the portlet to
Contract Management, you must first enter a Contract Management URL in the
application and link a project to the Contract Management application.
To link the portlet to Contract Management:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab.
3) On the dashboard tab, click Customize.
4) On the Customize page, click the Content tab and expand the Contract
Management section.
5) In the Contract Management section:
a. Select Cost Worksheet and click to expand the additional options.
b. To enter a value in the Database Group Filter field, click Select Database Group
and select a group from the dialog box.
6) On the Content tab, click Save and Close.
7) On the dashboard tab, click Filter by.
8) In the Filter by dialog box, select a known project, portfolio, or group of projects by
code that includes one or more known projects linked to at least one Contract
Management project. Click OK.
9) On the dashboard tab, expand the Cost Worksheet portlet and log in to Contract
Management if prompted.

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Tips
In order to access this portlet, you must have a valid Contract Management user name
and password. If you have a Contract Management user name and password that is the
same as the user name and password with which you are currently logged in to P6, you
are not prompted to login to Contract Management when you expand the Cost
Worksheet portlet.
Opening Projects from Dashboard Portlets
You can open projects from within certain project-related portlets such as My Projects or
Project Health. You must have OBS access, be the owner, or assigned as a resource or
activity owner in the project. In these portlets, wherever the project name appears as a
link, you can click it to open the project in the Projects section.
Note: Not all portlets allow you to open projects in this fashion. For
example, the Project Statistics and Schedule Performance portlets
will not open the project when its project link is clicked. Instead,
these portlets offer more detailed views into the data they
represent.
To open a project from within a portlet:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab.
3) On the dashboard tab, expand the portlet and select a project.
Tips
In scorecard Portfolio View portlets, click next to the project you want to open.
In the Project Gantt Chart portlet, hold down the Ctrl key to select multiple projects
and click Open Projects in the portlet toolbar to open them.
Sending E-Mail to Resource Teams
You can send e-mail to an entire resource team of your choosing.
To send e-mail to a resource team:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard tab.
3) On the dashboard tab, expand the Resource Team Summary portlet:
4) In the Resource Team Summary portlet:
a. Click Filter by and select the team to which you want to send an e-mail.
b. Click E-mail resource team.
5) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.

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b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
Sending E-Mail Notifications about Resource Assignments
An automatic notification feature can be configured to send e-mail to the affected
resources when you add, change, or remove a resource assignment.
To configure P6 to automatically send e-mail about resource assignments:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the General section.
4) In the General section:
a. Select the Send e-mail to resources upon adding or removing assignments option.
b. The system automatically selects the Prompt before sending e-mail option. Clear
the option if you do not want prompts.
5) On the Global tab, click Save and Close.
Tips
The address and subject line for the e-mail are generated based on the specific
assignment circumstances. For example, when you first assign a resource to an
activity, the e-mail subject line tells the resource they have been assigned and
provides the activity name. In all cases, the message text includes the project name,
resource start and finish dates, planned units, and planned units/time.
When the automatic e-mail option is on, confirmation messages are sent to you,
indicating the names of the recipients.
If a resource does not have an e-mail address specified on the Resources tab of the
Administration page, no e-mail can be sent.
When a resource is replaced on an activity, an e-mail is sent to the removed resource
and to the replacement resource.
Creating Custom Portlets
Create custom portlets if the existing portlets do not fulfill your needs.
To create custom portlets:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.

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2) On the Projects navigation bar, click Workspace.
3) On the Workspace page, click Customize.
4) On the Customize page, click the Content tab.
5) On the Content tab, expand the Custom Portlets section.
6) In the Custom Portlets section:
 To create a custom portlet:
1. Click Add on the Custom Portlets heading line.
2. Expand the new custom portlet and enter a value in each field.
 To add the custom portlet to the Workspace page, select the option next to the
portlet name.
7) On the Content tab, click Save and Close.
Tips
You can also create custom portlets from the Customize page of the Dashboards page.

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In This Section
About Portfolios.......................................................................................................159
Working with Portfolios............................................................................................159
Portfolio Views .........................................................................................................165
Portfolio Scenarios...................................................................................................175
Capacity Planning..................................................................................................177
About Portfolios
A portfolio is a collection of projects. Group projects into portfolios so you can easily view
data from more than one project at a time. For example, you might filter a dashboard by
a portfolio to view a wide range of information for multiple related projects at one time.
In a more strategic sense, you should group projects and programs together to facilitate
the effective new product development and management of those projects to optimize
your organization's success at meeting business objectives.
Using portfolios, you can review summary data and status information for the group as a
whole or for individual projects in a portfolio.
You can create portfolios for your own use or for sharing with other users. You can also
create global portfolios, which are available to all users.
Portfolio views, such as pie charts, enable you to visually compare portfolios. For
example, compare costs for all projects in region A (one portfolio) vs. region B (another
portfolio).
Historical snapshots of grouped project data, called scenarios, aid in your analysis of
project groups on the Portfolio Analysis and Capacity Planning pages.
Working with Portfolios
To begin using the analysis features in the portfolios section, you must already have
created and updated multiple projects. Begin your work in the portfolios section by
creating and configuring at least one portfolio. It's also possible for another user to create
one and share it with you. Over time, your team will create additional portfolios, views,
and scenarios in order to perform comparative analysis, obtain status and ROI, and
perform other operations.
Portfolios

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When creating a portfolio, decide whether you want to hand pick the projects that it will
comprise, or if you want the application to create and periodically update the set of
projects in your portfolio based on your filter criteria. Either way, you can change these
settings at any time.
Note: An administrative option is available to increase or decrease
the refresh interval for filtered portfolios. See Filter Portfolio Stale
Period in the P6 Post Installation Administrator's Guide.
Opening Portfolios
When working in the portfolios section of the application, it is important to open only the
project group you want to include in the various work areas. You can specify these
project groupings by EPS, portfolio, or project code. You can open a portfolio in any of
the following ways:
To open a portfolio:
1) Click the Portfolios menu and choose Open Portfolio.
2) In the Open Portfolio dialog box
a. Click Organized By and select a grouping method.
b. Expand the resulting groups to select the entry representing the projects you want
to open collectively as a portfolio.
c. Click OK.
Tips:
To re-open the last portfolio you were working with, click Portfolios.
To open another recently used portfolio, click the Portfolios menu and choose the
portfolio from the list.
Creating Portfolios
Perform these steps to create a new group of projects called a portfolio. When creating
a portfolio, decide whether you want to hand pick the projects that it will comprise
(manual), or if you want the application to create the set of projects in your portfolio
based on your filter criteria (automatic). Either way, you can change these settings at
any time.
To create a portfolio:
1) From the Portfolios menu, select Manage Portfolios.
2) On the Manage Portfolios page, click Create Project Portfolio.
3) On the Create Portfolio page:
a. In the Project Portfolio Name field, enter a unique portfolio name.

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b. In the Manage this portfolio area, decide if you want to add projects to the
portfolio manually or automatically using a filter. The fields on the Create Portfolio
page will adjust based on your selections.
If you selected Manually, add the projects you want to include from the
Available Projects list to the Selected Projects list.
If you selected By Filter, enter your filter criteria.
c. Configure access to the portfolio by making a selection from the This portfolio is
available to options.
To restrict access to the new portfolio to only you, select Current User.
To designate a global portfolio, select All Users.
To restrict access to only another user, select Another User, and make a
selection from the Select a User dialog box.
d. Click Save.
Tips
To edit a portfolio, including its projects or filter criteria, click Details.
There are two alternate ways to create a portfolio:
 Click Portfolios, click Portfolio Analysis, and then select a scorecard in the View
field. From the toolbar, click Create Portfolio from Selected Projects.
 Click Portfolios, click Capacity Planning, and then click Create Portfolio from
Selected Projects.
Creating Projects While Working with Portfolios
Generally, you create projects while working in the Projects section of the application.
However, you can also create a project while viewing a portlet in the Dashboards
section or analyzing a portfolio in the Portfolios section. Refer to the tasks below:
Creating Projects in a Portfolio View Scorecard Portlet (on page 161)
Creating Projects on the Portfolio Analysis Page (on page 162)
Creating Projects in a Portfolio View Scorecard Portlet
Generally, you create projects while working on the EPS page in the Projects section of
the application. However, it is also possible to create what-if projects while viewing a
portfolio view scorecard portlet on a dashboard.
To create a project in a portfolio view scorecard portlet:
1) Click Dashboards.
2) On the Dashboards page, click a dashboard.
3) On the dashboard, locate your portfolio view scorecard portlet's titlebar and click
Click here to maximize or minimize this section to expand and maximize it.
4) In the expanded and maximized portfolio view scorecard portlet:

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a. Select a project row.
b. Click Add.
5) For the first project you create, if defaults are not already set, the Add Project dialog
box appears:
a. Select a default Parent EPS element.
b. Select a default Responsible Manager.
c. Click Select.
6) In the portfolio view scorecard portlet:
a. Select your new project row by clicking on it in the Name column.
b. Enter a name for your new project to replace the default name.
c. Click Save.
Tips
When you create a project from a scorecard on a dashboard, the project is
automatically added to the filter currently associated with the dashboard. However,
if the dashboard is filtered by a global portfolio and you do not have the required
security privilege to edit global portfolios, the new project is removed from the
scorecard when you click Save.
You can change the Project Status field on the General detail window of the EPS
page. For example, you may later want to change a project from What If to Planned
status.
Creating Projects on the Portfolio Analysis Page
Generally, you create projects while working on the EPS page in the Projects section of
the application. However, it is also possible to create what-if projects while analyzing
portfolios. During the process of evaluating a portfolio, you will often want to capture a
new project idea.
To create a project on the portfolio analysis page:
1) Click Portfolios.
2) On the Portfolios navigation bar, click Portfolio Analysis.
3) On the Portfolio Analysis page:
a. Make sure you are working with the primary portfolio (at top or left) and not the
comparison set for the next steps.
b. In the Scenario list, select a scenario for your analysis.
c. In the View list, select a portfolio view scorecard.
d. In the scorecard, select a row where you want to add a new project.
e. Click Add Project.
4) For the first project you create, if defaults are not already set, the Add Project dialog
box appears:
a. Select a default Parent EPS element.

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b. Select a default Responsible Manager.
c. Click Select.
5) On the Portfolio Analysis page, click Save.
Tip
You can change the what-if project's Project Status field value on the General detail
window of the EPS page. For example, you may later want to change a project from
What If to Planned status.
Assigning Projects to a Portfolio
When comparing portfolios on the Portfolio Analysis page, you can assign a project to
the selected portfolio in either half of the page.
To assign a project to the selected portfolio:
1) Open a portfolio in the Portfolios section using one of the following methods:
 Click Portfolios to open the last portfolio you were working with.
 Click the Portfolios menu and choose one of the most-recently used portfolios.
 Click the Portfolios menu and choose Open Portfolio to select a group of
projects by portfolio type, EPS node, or project code.
2) On the Portfolios navigation bar, click Portfolio Analysis.
3) On the Portfolio Analysis page:
a. In either work area, choose a scorecard portfolio view from the View list.
b. In the same work area, select <Latest Data> from the Scenario list.
c. In the same work area, click Assign a Project to this Portfolio
4) In the Select Project dialog box select a project and then click Assign.
Tips
You cannot assign a project to a portfolio when displaying a scenario; you must
select <Latest Data>.
The selected portfolio must be manually-administered; you cannot assign a project to
a filtered portfolio.
Defining Performance Thresholds
To help you assess the relative performance, earned value, index calculations, and other
metrics for a WBS, project, or portfolio, you can set performance thresholds. These
thresholds capture the current calculations, variances, and metrics and re-route them
into one of four ranges or "buckets" as follows:
 Exceptional: Indicates that a WBS, project, or portfolio is exceeding
expectations.

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 Acceptable: Indicates that a WBS, project, or portfolio is performing within an
expected range.
 Warning: Indicates that a WBS, project, or portfolio needs attention and is
performing below expectations.
 Critical: Indicates that a WBS, project, or portfolio requires significant corrective
action.
The threshold values you set for a project apply to all users viewing metrics for that
project from the Workspace page and Portfolios pages. You have the option of
overriding these thresholds for your own use on a personal dashboard. Both sets of steps
are detailed below.
To define performance thresholds for a project:
1) Click Projects and select Open Projects.
2) In the Open Projects dialog box, select one or more projects by name, code, EPS, or
portfolio. Click OK.
3) On the Projects navigation bar, click Workspace.
4) On the Workspace page, click Customize.
5) On the Workspace Details page:
a. Click to collapse all the sections except Performance Threshold.
b. Click to expand the Performance Threshold section and then expand
Performance, Earned Value, and Index.
c. For each parameter, shown with its color-coded visual indicator, enter a threshold
value. For lists, select a value from the list.
d. Click Save and Close.
6) If you opened more than one project, select the next project in the Select Project list
and repeat these steps after clicking Customize.
To define your own performance thresholds:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click Global tab.
3) On the Global tab:
a. Click to collapse all the sections except Performance Threshold.
b. Click to expand the Performance Threshold section and then expand
Performance, Earned Value, and Index.
c. For each parameter, shown with its color-coded visual indicator, enter a threshold
value. For lists, select a value from the list.
d. Click Save and Close.

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Tips
If any logical constraints are not satisfied by your selections, a message appears at the
top of the page. For example, if you set a warning to 25 days late, a critical threshold
cannot be set to 10 days late; logical constraints require that critical thresholds be
greater than warning thresholds. Correct the thresholds and try saving again.
Portfolio Views
About Portfolio Views
A portfolio view is a scorecard or chart providing high-level information spanning an
entire group of projects. Portfolio views can appear in an individual user's personal
dashboard or shared among multiple users in shared dashboards. They are also used
when comparing portfolios on the Portfolio Analysis page.
Working with Portfolio Views
Each user’s personal portfolio views and any global portfolio views appear on the
Portfolio Views page. From this page, you can manage views in your choice of
scorecard, bubble or pie chart, or one of three types of bar charts or histograms as
detailed below:
 Scorecard: Similar to tables or spreadsheets, you can display the columns you
want in scorecards on the Portfolio Analysis page, the Capacity Planning page, or
the Portfolio View portlet. To assist with more sophisticated analysis on a set of
projects, you can also use a scorecard to conduct a waterline analysis. A waterline is
a visual modeling tool that ranks projects into two separate groups by sorting and
applying a constraining limit. Scorecards also permit you to edit some of their fields.
 Bubble Chart: A bubble chart displays four project data fields. The X-axis
represents the values from one data field, the Y-axis represents a second field, the size
of the bubble represents a third, and the field selected for grouping the data
represents a fourth field. A bubble chart is useful when you want to analyze three
independent project variables at one time, grouped by a fourth set of values.
 Pie Chart: A pie chart is a circular chart divided into proportional slices, where
each slice represents its contribution to the whole. The size of the slice represents the
value of the selected data field. A pie chart is useful for analyzing relative parts of a
whole.

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 Basic Histogram: A basic histogram lets you analyze project data in a vertical
bar chart format. You can select a project data field to display on the X-axis and
another field to display on the Y-axis of the chart; typically, the X-axis represents
categorical data, and the Y-axis represents individual data values.
 Side-by-Side Histogram: A histogram where categorized data can be grouped,
side-by-side, to assist with comparisons. A side-by-side histogram chart is useful when
analyzing relative parts of a whole. For example, use a side-by-side histogram to
analyze original budget based on project status.
 Stacked Histogram: A more sophisticated version of the histogram, where
categorized data is grouped, or stacked, to assist with comparisons. A stacked
histogram is useful when analyzing relative parts of a whole.
Creating Portfolio Views
When creating portfolio views, specify the scorecard or chart type, the project
information you want to appear, and the users who will have access to the view. Portfolio
view types include scorecard, bubble chart, pie chart, and three types of histograms
(basic, side-by-side, and stacked).
To create a portfolio view:
1) Click the Portfolios menu and choose Manage Portfolio Views.
2) On the Portfolio Views page, click Create View.
3) On the Create View dialog, decide if your new view should be entirely new or based
on an existing view.
 To create an entirely new view, expand New Portfolio View, select a chart type,
and click OK.
 To create a new view based on an existing view, expand Existing View, select one
from the expanded user and global views shown and click OK.
4) On the Create Portfolio View page, expand any collapsed groupings, complete the
required fields, and specify any additional details about the view. The fields on the
Create Portfolio View page automatically adjust based on the value you select for
the Type field.
5) Click Save.
Tips
You can save a portfolio view as a scenario and save a scenario as a portfolio view.
You can use any of these alternate methods to create a portfolio view:
 Click Portfolios, click Portfolio Analysis, and then click Create Portfolio View.

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 Click Portfolios, click Portfolio Analysis, configure a particular view or scenario, and
then click Save As.
 Click Dashboards, select a dashboard, and then click Customize. In the Portfolio
Views group, click Add. Using this method, your new view appears in the Portfolio
View portlet with the title you assigned to it.
Working with Portfolio View Scorecards
A scorecard is a type of portfolio view you can use to analyze project data in a table
with projects in rows and up to 30 data fields in columns. You can display scorecards on
the Portfolio Analysis page, the Capacity Planning page, and the Portfolio View portlet,
and choose the columns of information you want to display. A scorecard is beneficial
when you want to analyze data in a spreadsheet-type format.
To assist with more sophisticated analysis of a set of projects, you can also use a
scorecard to conduct a waterline analysis. A waterline is a visual modeling tool that ranks
projects into two separate groups by sorting and applying a constraining limit.
It is also possible to edit some global and project data in a scorecard, such as project
codes, user-defined fields, and responsible manager. Additionally, you can add projects
with default data and delete projects directly from a scorecard.

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Table of Key Scorecard Elements
Item Description
Portfolio Analysis toolbar.
Portfolio Analysis settings area.
More/Basic icons: Click More to display more options in the Portfolio
Analysis settings area. Click Basic to hide the additional settings.
Scorecard work area: The first scorecard will appear in this upper work
area.
Scorecard work area: The second scorecard will appear in this lower
work area. In this example, the user has customized the view with a
waterline. Use a waterline to analyze a project group by sorting projects
into two separate groups based on a defined sorting and constraint limit.
Projects above the waterline, displayed with a white background, are
those that fall outside the constraint limit value; all other projects,
displayed with a light blue background, appear below the waterline.
Project Selection options: Select an option to add a project's data to the
cumulative Total line.
Note: To support comparative analysis, the Portfolio Analysis work
area is divided into two parts. The elements above generally
appear within both parts.
More About Scorecards
You can save the same scorecard view used on the Portfolio Analysis page and display it
in private or share it later in a portlet on a dashboard.

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Note: The application also makes use of general tables of data also
referred to sometimes as scorecards; however, they are not the
same as your individually named portfolio view scorecards.
Table of Related Scorecards
Item Description
Dashboard: The Personal Workspace dashboard. You can show portfolio
views on private, multi-user, or global dashboards.
Scorecard in a portlet: The Budgetary Scorecard displays in a portlet on a
dashboard. This example demonstrates a named portfolio view
scorecard.
Click here to maximize or minimize this section icon: Click to
maximize and expand the scorecard. Additional command links will
appear at the top of this portlet when it is maximized.
Scorecard on the Capacity Planning page: This example demonstrates a
general table format also referred to as a scorecard; however, this is not
a named portfolio view scorecard.
Working with Portfolio View Bubble Charts
In addition to plotting data along the x-axis and y-axis, bubble charts also adjust the
relative size of each entity's bubble or circle to depict a third value, and they group the
data by still a fourth value.

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Example: Sheila wants to compare the projects in the Engineering & Construction
portfolio with those in Energy Services. She navigates to the Portfolio Analysis page and
customizes the portfolio views, filters, scenarios, and bubble chart options shown below.
She sets Original Budget to display on the x-axis and At Completion Total Cost on the
y-axis. Next, she selects Remaining Total Cost as the Bubble Size and sets the Group by list
to Project. When the chart appears, each bubble represents a single project; the size of
the bubble represents the Remaining Total Cost value for the project; the bubble's
position on the x-axis represents its Original Budget value for the project; and the bubble's
position on the y-axis represents the At Completion Total Cost value for the project. Sheila
configures a second bubble chart to display these settings for another portfolio. The
chart data is again grouped by project.
Note: To support comparative analysis, the Portfolio Analysis work
area is divided into two nearly identical parts with the key
difference being the data that appears in each part. The elements
below appear within each part.
Table of Key Bubble Chart Elements
Item Description
Portfolio Analysis toolbar: Use this toolbar to create and save portfolio
views, scenarios, magnify the chart, or print.

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Item Description
Filter: The currently applied filter appears above each chart. The top
chart's filter is determined by the portfolio you currently have open. You
can set the bottom chart's filter by clicking Filter By. In this example,
the top portfolio is being compared with the bottom portfolio.
More/Basic buttons: Click More to display more options in the Portfolio
Analysis Settings area. Click Basic to hide the additional settings.
Portfolio Analysis settings area: Use these settings to specify the data and
formatting to use in the charts.
Bubble Chart: Your chart will appear in this section. Mouse over a bubble
to view its source data.
Legend: Based on the Group By field, each item in the legend is assigned
a color from the selected Color Theme palette.
Working with Portfolio View Pie Charts
A pie chart is a circular chart divided into slices, where each slice represents a particular
group. The size of the slice represents the value of the selected data field, relative to the
group's total value. A pie chart is useful for analyzing relative parts of a whole.
Example 1: You can create a pie chart to analyze the at completion total cost for
projects, based on project status. To do this, customize the chart and select At
Completion Total Cost as the data field, then choose to group by Project Status. When
the chart displays, each slice represents a single project status (e.g., Planned, Active,
Inactive, What If); the size of the slice represents the At Completion Total Cost value for all
projects assigned the project status.

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Example 2: The pie chart below shows Current Budget in slices representing Location.
Table of Common Pie Chart Elements
Item Description
Portfolio Analysis toolbar.
Portfolio Analysis settings area.
More and Basic buttons: Click More to display more options in the
Portfolio Analysis Settings area. Click Basic to hide the additional settings.
Legend: Based on the Group By field, each item in the legend is given a
color based on the selected color theme.
Slice: Each data group's proportionate contribution to the total is
represented by a color-coded wedge or piece of the pie. In the
example, this slice represents Russia's value of 163,385 which equates to
21% of the Current Budget by Location.

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Working with Portfolio View Histograms
Histograms render data into multi-colored bars with relative sizes to help you make fast
comparisons. Three similar types of histograms are available: basic, side-by-side, and
stacked.

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Example: Todd wants to analyze current budget values for each project in the Corporate
Projects portfolio. He also wants to compare this data to the BL Total Cost for the current
project phase. He navigates to the Portfolio Analysis page and customizes the portfolio
views, filters, scenarios, and histogram chart options shown below. He sets Project to
appear on the x-axis and Current Budget on the y-axis. When the chart appears, each
bar represents a project; the size of the bar represents the Current Budget. He configures
a second histogram to display the Current Phase on the x-axis and BL Total Cost on the
y-axis.
Table of Key Histogram Elements
Item Description
Tooltip: Mouse over a bar to view a summary.
Show all values on axis: Select this option to include all values on the
x-axis and not just values with data.

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Item Description
Side-by-Side Histogram: The Group By field is added. In this example, At
Completion Labor Cost is tracked along the y-axis for each Priority
grouped by Project Owner along the x-axis.
Stacked Histogram: The Stack By field is added instead of the Group By
field. In this example, the Current Budget is graphed for each Project
Manager. The data is stacked by location.
Portfolio Scenarios
About Portfolio Scenarios
Scenarios are snapshots of historical project data at a given point in time. You can use
them to compare against the latest summarized data, or to compare to other scenarios.
About What-if Analysis
Rooted in business management principles of sound decision theory (which option
should we pursue?) is the what-if analysis technique aimed at assessing the results and
impacts of potential scenarios. Its name stems from the question, "What if the scenario
actually came to fruition?"
Use what-if scenarios and what-if projects to determine the impact different costs or
investments have on business goals. Unanticipated adversities can make a business or
project unstable and proactive handling of these uncertainties is required. With what-if
scenario analysis, your organization can evaluate the feasibility of completing the
project under unfavorable conditions, prepare contingency and response plans to avoid
or overcome the worst scenario, and mitigate the impact of uncertain or unexpected
situations.
P6 portfolio scenarios help you calculate multiple project costs or durations and
compare different sets of assumptions about project activities. Sample scenarios might
include the following:
What if we extend the duration of a particular project phase?
What if regulatory changes require us to invest more in certain areas?
What if the price of a critical component increases to unsustainable levels?
What if a crucial part is delayed?

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Working with Portfolio Scenarios
Use scenarios to compare against the latest summarized data, or to compare to other
scenarios. The list of available scenarios includes scenarios you have access rights to
view that are associated with the open project group. As you modify the data displayed
on the tab (for example, you change the type of Capacity Planning chart you want to
view or change the list of selected projects and roles), you can create new scenarios or
save changes to the view to further assist you in role planning.
Creating Portfolio Scenarios
Create portfolio scenarios to capture a specific state you can later use for what-if
analysis.
To create a portfolio scenario:
1) Open a portfolio in the Portfolios section using one of the following methods:
 Click Portfolios to open the last portfolio you were working with.
 Click the Portfolios menu and choose one of the most-recently used portfolios.
 Click the Portfolios menu and choose Open Portfolio to select a group of
projects by portfolio type, EPS node, or project code.
2) On the Portfolios navigation bar, click Portfolio Analysis.
3) On the Portfolio Analysis page:
a. In the View list, select a portfolio view. If you need to create a view, click
Create Portfolio View.
b. Configure the current view in the lower work area by performing any of the
following optional steps.
1. Click Filter by to filter the current view by EPS, portfolio, or project code.
2. In the Scenario list, select an existing scenario.
3. Click More and make your selections on the settings area.
4. Click Save As.
4) In the Save As dialog box, enter a Title, choose the New Scenario option, and click
Save.
Tips
Another way to create a scenario is to click Capacity Planning, configure the options on
that page, and then click Save As.
Sending E-Mail About Scenarios
Perform these steps when you want to notify other users about a particular scenario and
its associated filter so that they can share a portfolio view or use your scenario as a basis
for creating their own. The Subject line displays the scenario name, while the body of the
e-mail displays the scenario name and associated filter.

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To send e-mail about a scenario:
1) Click the Portfolios menu and select Manage Scenarios.
2) On the Scenarios page:
a. Click Expand Item to view the available global, multi-user, and user scenarios
sorted by EPS element, project code value, or portfolio.
b. In the row for your selected scenario, click E-Mail.
3) In the Send dialog box:
a. Select the recipients in the To and cc lines. You can also manually enter e-mail
addresses. If access to the scenario was limited to certain users, their e-mail
addresses are automatically entered in the To line.
b. You can also modify the Subject line or provide additional text in the message
body.
c. Click Send E-mail. A message box will appear confirming the message has been
sent.
Tip
To review the scenario before sending e-mail, click Portfolios, click Portfolio Analysis,
and select it in the Scenario field.
The e-mail button does not appear on the Scenarios page for scenarios where the
This scenario is available to field has been set to the Current User option. In other
words, you cannot send e-mail to anyone about a private scenario that only you can
access.
Capacity Planning
About Capacity Planning
Executives, managers, and planners tasked with managing a portfolio of existing projects
and new opportunities in the pipeline need a way to evaluate both active and
proposed projects to answer one essential question: Do we have the resource capacity
to successfully complete all the work? The Capacity Planning process helps answer this
question. It reveals when your organization is over or under allocated. Decisions to
proceed, delay, freeze, or terminate projects can then be made.
Working with the Capacity Planning Page
Use the Capacity Planning page to perform What-if analysis, graphically change project
forecast dates, and apply waterline analysis techniques to assist with critical,
executive-level decision making. Before assessing capacity or demand on resources,
create resource and role estimates for each project. During your analysis, you can
create and update scenarios that provide varying snapshots of project and role
allocation data. After conducting your analysis, you can create new portfolios
containing only the projects that meet your planning criteria.

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When you choose to display a stacked histogram, area chart, or spreadsheet, the
Capacity Planning chart displays the total at completion units or costs over time for the
combination of selected roles and projects. Each of these charts contains the same
information in different formats with a data stacking option for the projects and roles you
select.
When you choose to display a net availability chart, the chart displays each selected
role's under- or over-allocated units over time for the currently selected projects. The limit
line is always placed at zero. If the total units for a role equals the limit, no bar is displayed
for that role. Bars placed above the limit line indicate net under-allocation for the
associated role during the displayed time period; bars placed below the limit line
indicate net over-allocation for the associated role during the displayed time period.
Table of Key Capacity Planning Page Elements
Item Description
Navigation: Before you begin, first open the portfolio you want to work
with. After clicking Capacity Planning, remember to click Show
Capacity Planning Chart in the toolbar. This displays the four (4) main
screen areas used in capacity planning.

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Item Description
Scorecard: Use this table to analyze, sort, and select projects. Only the
projects you select in the option column appear in the Capacity
Planning chart.
Note: The scorecard on this page is not related to the set of defined portfolio view scorecards.
Gantt chart: View current and forecast schedules. Drag the bars to adjust
the Capacity Planning chart data.
Role Selection Area: Select the options for the roles you want to include in
the Capacity Planning chart.
Capacity Planning Chart (Under-Allocated): View role allocation as a
stacked histogram, area chart, net availability chart, or spreadsheet.
Capacity Planning Chart (Over-Allocated): Customize the chart to show
a limit line representing the maximum capacity of all resources for the
currently selected roles by timescale period.
Customize Capacity Planning Chart: Customize the columns, grouping,
waterline, or chart options. You can customize the chart to display units
or costs, a limit line, and an allocation limit line. You can also choose to
show data for all projects in the database (except what-if projects),
rather than for the projects you select in the scorecard.
If you elect to view costs, but do not have the required security privileges
to view costs for any project in the selected project group, the Capacity
Planning chart does not display any data. This option is not available for
the net availability chart because the chart displays only units.
Note: The net availability charts are often the best place to begin a
resource capacity or demand analysis since they represent a
streamlined birds-eye view. These charts include all related projects
and roles in a single view allowing you to expand or drill down into
only the roles with perceived problems.
Analyzing Role Allocation (Capacity Planning)
You can analyze role allocation over time for one or more projects on the Capacity
Planning page. Using multiple chart formats and role groupings, you can identify areas of
under-allocation or over-allocation. Using scenarios, you can also perform what-if
analysis.
To analyze role allocation:

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1) Open a portfolio in the Portfolios section using one of the following methods:
 Click Portfolios to open the last portfolio you were working with.
 Click the Portfolios menu and choose one of the most-recently used portfolios.
 Click the Portfolios menu and choose Open Portfolio to select a group of
projects by portfolio type, EPS node, or project code.
2) On the Portfolios navigation bar, click Capacity Planning.
3) On the Capacity Planning page:
a. Click Show Capacity Planning Chart to display the scorecard (top left), Gantt
chart (top right), role selector (bottom left), and Capacity Planning chart (bottom
right).
b. (Optional) Choose to complete any number of the following optional sub-steps:
1. Click Customize to set column, grouping, sorting, waterline, and other chart
options.
2. Click the Scenario list to apply a scenario. Select <Latest Data> to display the
latest summarized data for the project group.
Note: If you customize the Capacity Planning page to display
allocation data for all projects in the database (rather than for
selected projects only), you cannot apply a scenario.
3. In the scorecard (top left), mark or clear the check box next to each project to
include or exclude the project's data in the Capacity Planning chart. Data in
the Capacity Planning chart is updated to reflect your changes.
4. In the role selector (bottom left), click Group Roles By or Search to
pinpoint the roles you want to analyze in the chart. Mark or clear the check
box next to each role to include or exclude the role's allocation data in the
Capacity Planning chart. Role data is immediately updated in the chart.
Note: When grouped by Current Portfolio Roles or Role Team, all
child roles are automatically selected when you select a parent
role.
5. In the Capacity Planning chart (bottom right) toolbar, select a chart or
spreadsheet format, and then choose how you want to stack the chart (by
project, role, project code, or staffed versus unstaffed units or costs).
6. Drag your mouse over a color-coded section of the chart to view the capacity
data for that section.

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In This Section
About Projects.........................................................................................................181
About Project Templates .......................................................................................198
The EPS......................................................................................................................200
About Notebooks ...................................................................................................248
Activities ...................................................................................................................250
Team Usage.............................................................................................................363
Issues .........................................................................................................................367
Risks ...........................................................................................................................374
About Documents ..................................................................................................398
About Project Scheduled Services.......................................................................418
About Publication Services and Reporting .........................................................419
About Projects
A project is any temporary series of activities performed in some coordinated
arrangement in order to create a product, service, or measurable business result.
Projects have a definite beginning and end. A project is concluded when its objectives
have been reached or when the project is terminated.
Working with Projects
While it is true that you are working with project data in almost all areas of the
application, P6 provides two main pages for working with projects: the EPS page and the
Activities page.
By default, if no projects are open when you log on to P6 or if you are a new user, clicking
Projects in the P6 navigation bar will take you directly to the EPS page as long as this
page is available in your user interface view. If you do not have access to the EPS page
or you navigate to another page in the Projects section, the Open Projects dialog box
appears when you click Projects. Use this dialog box to open the projects you need.
Once you have at least one project open, the next time you click Projects (and each
time thereafter), the application automatically opens the last open project or project
group.
You can always open a different project or project group from the Open Projects dialog
box, the most recently used projects list in the Projects menu, or the EPS page. To access
the Open Projects dialog box at any time, select Open Projects from the Projects menu.
Projects

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Note: When you upgrade P6, the projects you previously had open
are not lost. When you click Projects, the application will open the
last open project or group of projects.
To restrict or grant access to projects and their data, you must assign project profiles to
users. A project profile is a role-based profile that limits privileges to specific project data,
such as baselines and the WBS. Project profiles are linked to users through one or more
OBS assignments. You assign responsibilities to specific projects and work within projects
by assigning OBS elements to various levels of the EPS and each project’s WBS.
The combination of the user assignment to an OBS element, and the OBS assignment to
the EPS/project/WBS, determines which projects and project data the user can view. For
each OBS element a user is assigned to, the user’s assigned project security profile (per
OBS assignment) further determines the project data the user can view or edit.
Creating Projects
Create projects to define a set of activities and WBSs that work toward a common goal.
To create a project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select the EPS element to which you want to add the new project.
b. Click the Actions menu and select Add Add Project.
4) In the Add Project dialog box:
a. Click the General tab and select an option or enter a value in each required field.
Note: You can add a description or a Must Finish By date. You can
also copy the project from an existing project or template.
b. Click Create.
Tips
To configure advanced options, you must select a project to copy. This will enable
the Advanced tab. If you select to copy a template, the Advanced tab will not be
enabled.
You can also right-click the table and select Add Project to create a project.
You can perform the cut, copy, and paste functions to create new projects from
existing projects.
Assigning Locations to Projects
Assign locations to projects so you can report on projects by location in P6 Analytics.

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To assign a location to a Project:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select a project and click the General detail window.
4) In the General detail window, click in the Location field.
Note: Alternatively, you can assign locations in the Location
column.
5) In the Select Location dialog box, select the appropriate location and click Assign.
6) On the EPS page, click the Actions menu and click Save (Ctrl+S).
Tips
You must create locations before you can assign them.
You can add a new location quickly by clicking the Add Location button at the
bottom left of the dialog box. The new location will be added instantly to the
dictionary and you can add it to Activities, Resources and Projects.
You must have the Edit Project Details Except Costs/Financials project privilege to
assign locations to projects.
Opening Projects or Templates
Perform these steps to open one or more projects or a single template in order to view or
modify project data on any of the pages in the Projects section of the application. You
can open templates and projects from several locations in the application; however,
these steps using the common selection controls on the Open Projects dialog box
represent the standard way to determine and change which projects are currently
open.
To open a project or template:
1) Click the Projects menu and select Open Projects.
2) In the Open Projects dialog box:
a. Click Select Project Type and select Projects or Templates.
b. Click Group By and choose a viewing arrangement:
Select EPS, Portfolios, or Project Codes to organize available projects.
Select EPS or Project Codes to organize available templates.

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c. Use the common selection controls to identify and select the items you want to
open.
In the Available Templates list, add a template to the Selected Templates
list.
In the Available Projects list, add one or more projects, or an entire group of
projects, to the Selected Projects list.
d. Click OK.
Tips
You can open a combination of projects, for example, two projects, an EPS node,
and a portfolio. However, you can only open one template at a time, and never in
combination with any other projects.
Press Shift+click or Ctrl+click to select multiple projects, or select an EPS element to
open all projects belonging to that EPS element and all child EPS elements.
When grouped by project code, you cannot select an entire project code. You can
however select a project code value to open all projects that share that value.
To open projects exclusively in the Selected Projects lists, select Open Exclusively.
When you open a project exclusively, no other users can modify data in the project
until the exclusive lock is removed from the project. You must have the required
security privilege to open a project exclusively.
As convenient shortcuts, click Projects to re-open the last project or projects you had
open, or click the Projects menu and select a project, project group, or template
from the list of your most-recently used items.
You can also open projects from within certain project-related portlets such as My
Projects or Project Health. You must have OBS access, be the owner, or assigned as a
resource or activity owner in the project. In these portlets, click the project name
hyperlink to open it in the Projects section.
Note: After initial installation or upgrade, and for all new users, the
first time you launch P6 and click Projects, the EPS page will open if
this page is available and set as the default page under the
Projects section in your user interface view. If the EPS page is not
available in your user interface view or you navigate to another
page in the Projects section, the Open Projects dialog box will
appear.
Opening Dependent Projects
When an activity in one project has a relationship to an activity in another project
(external relationship), these projects are dependent on each other. When working with
projects on the Activities page, you can open a project's dependent projects.
To open dependent projects:
1) Click Projects.

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2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Open Dependent
Projects if it is available.
4) In the Open Dependent Projects dialog box, select a dependent project and click
OK.
Tips
To open multiple dependent projects, use Ctrl+click or Shift+click to select them. The
Open Dependent Projects dialog box lists all currently open projects and any
dependent projects.
Importing and Exporting Projects
You can import and export projects in Primavera XML format or Microsoft Project XML
format. This feature allows you to exchange data with P6 EPPM users at other
organizations, or with users of Microsoft Project. Choose from the following options:
Working with Microsoft Project Export (on page 191)
Working with Microsoft Project Import (on page 189)
Working with Primavera XML Project Export (on page 187)
Working with Primavera XML Project Import (on page 185)
Working with Primavera XML Project Import
Use the Primavera XML format to share specific project data with users outside your
primary P6 network. This includes P6 users at other organizations or P6 Professional users.
For example, in order to share in-house project data with an outside firm, export the
project to a Primavera XML file, send the data, and the outside firm can import it into
their P6 environment.
When you import Primavera XML projects, several considerations apply:
You are not required to have All Resources access. The import process continues
even for users without full resource access.
You can import resources at or below your access level in your resource hierarchy.
This includes the ability to create new resources at or below your level.
If the import would result in the creation of resources above your level in the resource
hierarchy, it will not continue. The entire import operation will be canceled.
If the import would result in the creation of resources at or below your level in your
resource hierarchy, and this new data conflicts with existing resource data, it will not
continue. For example, if resource IDs are in conflict.
To prevent the import process from attempting to create new resources in P6, select
the Do Not Import option for resources. This option will still match existing resources
and allow their assignments to be imported and updated, but it will not import new
resources.

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Even when you have sufficient project security access, if you do not have the proper
resource access, you will not be able to assign or modify a resource above your
access level in the resource hierarchy to a project to which the resource is already
assigned.
Note: These considerations only affect Primavera XML imported
data, not Microsoft Project import data.
Table of Key Primavera XML Project Import Elements
Item Description
Navigation: Begin by navigating to the EPS page. Then, click the Actions
menu and select Import/Export and then XML Project Import/Export.
Type and File: On the Import tab, choose the Primavera XML import type
and then click Browse to select the file to import.
Import Action: If you decide to import the project as a new project,
select Create New Project and specify its destination level in the EPS
hierarchy. If you decide to update an existing project with the imported
data, select Update Existing Project and specify the existing project to
update.

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Item Description
Advanced Options: Click Advanced to expand the visible options
allowing you to make precise determinations about handling specific
types of imported data relative to existing data of the same type. Once
the options have been expanded, you can return to the collapsed
options by clicking the Basic button.
Import Action: In this example, the import operation will result in new
project codes and values.
Working with Primavera XML Project Export
Use the Primavera XML format to share specific project data with users outside your
primary P6 network. This includes P6 users at other organizations or P6 Professional users.
For example, in order to share in-house project data with an outside firm, export the
project to a Primavera XML file, send the data, and the outside firm can import it into
their P6 environment.
When you export projects in the Primavera XML format, the following consideration
applies:
Even when you have sufficient project security access, if you do not have the proper
resource access, you will not be able to export projects in their entirety when
resources are above your access level in the resource hierarchy. The export will not
necessarily fail, but data will be limited since some resources in the project will be
excluded.

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Table of Key Primavera XML Project Import Elements
Item Description
Navigation: Begin by navigating to the EPS page. Then, click the Actions
menu and select Import/Export and then XML Project Import/Export.
Type and Project: Choose the Primavera XML export type and then
specify the project to export. Click Export.
Open or Save File: Decide if you would like to open or save the resulting
XML file. If you choose Open, you will need an application associated
with files of type XML in order to view the output. If you choose Save, you
can specify a local or network location to store the exported project.

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Working with Microsoft Project Import
You can import projects from Microsoft Project using the Microsoft Project XML format.
Table of Key Elements for Microsoft Project Import
Item Description
Navigation: Begin by navigating to the EPS page in the Projects section.
Then, click the Actions menu and select Import/Export and then XML
Project Import/Export.

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Item Description
Type and File: On the Import tab, choose the Microsoft Project XML
import type and then click Browse to select the file to import. When you
import from Microsoft Project, P6 will create a new project; you cannot
update an existing project. In addition, you must specify the new
project's destination level in the EPS hierarchy.
Microsoft Project Mapping Template: Choose an existing template from
the list, or modify one or create a new template. These templates store
your preferences for handling data exchanges between P6 and
Microsoft Project.
Mapping Template General data: Enter a name for your template and
make other selections. Continue by clicking your choice of tabs on this
dialog box.
Mapping Template Resource data: Specify how P6 should handle import
data for resources already in P6. You can also select an option to create
new resources in P6 when the import introduces entirely new resources.
Mapping Template Custom Field Mapping data: Use this tab to map your
organization's user-defined fields to Microsoft Project fields.
Status: Check the status of the imported project on the Status tab of the
Import/Export Project dialog box.

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Working with Microsoft Project Export
You can export projects and activities to the Microsoft Project XML format.
Table of Key Elements for Microsoft Project Export
Item Description
Navigation: Begin by navigating to the EPS page in the Projects section.
Then, click the Actions menu and select Import/Export and then XML
Project Import/Export.

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Item Description
Type and File: On the Export tab, choose either the Microsoft Project XML
2007 or Microsoft Project XML 2010 export type and then select a project
in the Export Project field.
Microsoft Project Mapping Template: Choose an existing template from
the list, modify one, or create a new template. Mapping templates store
your preferences for handling data exchanged between P6 and
Microsoft Project.
Mapping Template General data: Enter a name for your template and
make other selections. Continue by clicking your choice of tabs on this
dialog box.
Mapping Template Activity data: Specify the Microsoft Project task field
to receive the exported P6 Activity ID.
Mapping Template Custom Field Mapping data: Use this tab to map your
organization's user-defined fields to Microsoft Project fields.
File Download: Use this dialog box to open or save the exported project
in XML format.
About Opening a Project Exclusively
Open a project exclusively when it is important that you are the only person updating the
project's data at that time. For example, a project manager will open a project
exclusively when creating a baseline for the project; running services, such as scheduling,
leveling, summarizing, applying actuals, and storing period performance; reviewing
team member status updates; or running reports against one or more projects.
You can open a project exclusively in P6 or P6 Professional. Users can view a project that
is opened exclusively, but cannot update the project data until the exclusive lock is
released from the project.
If activity owners or resources are using P6 Team Member applications, these team
members will see their assigned activities, but will not be allowed to update their
activities until the exclusive lock is released from the project.
Opening Projects Exclusively
Open a project exclusively to ensure changes will not be made by other users when you
are performing an important action on the project, such as updating the schedule.
You can open a project exclusively from the EPS page or the Open Projects dialog box.
To open a project exclusively from the EPS page:

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1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select one or more projects.
b. Click the Actions menu and select Open Open Exclusively.
Note: Opening one or more projects exclusively closes all other
projects that are open in your view that are not already opened
exclusively by you.
To open a project exclusively from the Open Project dialog box:
1) Click the Projects menu and select Open Projects.
2) In the Open Projects dialog box:
a. Move the projects you want to open exclusively to the Selected Projects list.
b. Select Open Exclusively.
Note: If one of the projects in the Selected Projects list is already
opened exclusively by another user, the Open Exclusively option is
disabled. Remove that project from the list.
c. Click OK.
Tips
The locked project icon indicates a project is opened exclusively. Hover over the
project name to view the user that has the project opened exclusively.
You cannot open a project exclusively if another user currently has it open. You are
prompted with a message that includes the name of the project and the user. You
can send an e-mail directly from the dialog box requesting that the user close the
project.
All projects open in your view are either opened exclusively or opened in shared
mode. You cannot open projects in exclusive mode and shared mode at the same
time.
You must have the Check In/Check Out Projects and Open Project Exclusively
project privilege to open projects exclusively.
Removing the Exclusive Lock on Projects
Remove the exclusive lock on projects to enable other users to modify project data.
To remove the exclusive lock:
1) Click Projects.
2) On the Projects navigation bar, click EPS or Activities.
3) From the EPS or Activities page, click the Actions menu and select Release
Exclusive Lock.

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Note: You can only release the exclusive lock for projects that you
opened in P6. If you opened a project exclusively in P6 Professional,
you must use P6 Professional to remove the exclusive lock.
Tips
You can also remove the exclusive lock for a project by:
Logging out of the application.
Opening the Open Project dialog box and reopening the same set of projects,
making sure the Open Exclusively option is cleared.
Closing the project on the EPS page by right-clicking on the project and selecting
Close.

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Working with Oracle ERP, Fusion PPM Bridge, and Other Integrated Solutions
Modules of P6 EPPM, including P6, are designed for integration with other Oracle
enterprise resource planning solutions including Fusion PPM Bridge. It is possible for you to
send project data, including summarized resource data for each WBS and completed
billing event milestones, from P6 to Fusion PPM Bridge.
Table of Key ERP/Fusion Integration Elements
Item Description
Open Projects dialog box: A special Imported Projects EPS node displays
the Fusion PPM Bridge projects available for you to open in P6.

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Item Description
Integrated WBS field: The Fusion entry in this field indicates the currently
selected WBS is integrated with Fusion PPM Bridge. A similar field can be
found on the EPS page called Integrated Project. An entry of Fusion in this
field indicates the selected project is integrated with Fusion PPM Bridge.
Send to ERP and Send to Fusion menus: Choose a menu item under the
Import/Export submenu on the Actions menu.
Send Projects to ERP dialog box: Use this dialog box to select the project
data to send to an ERP system. Send Projects to Fusion dialog box: Use
this dialog box to select the project data to send to Fusion PPM Bridge.
You must have the Summarize Projects security privilege to send project
plan data and the Allow Integration with ERP System security privilege to
allow integration with ERP systems.
Service Status dialog box: Use this dialog box to check the status of the
Fusion PPM Bridge export and summarize services. Projects are
automatically summarized before they are sent to Fusion PPM Bridge.
Sending Project Data to an ERP System
If P6 is configured to function with an Oracle Enterprise Resource Planning (ERP)
application, such as JD Edwards EnterpriseOne, and your administrator has granted you
appropriate security privileges, you can send project cost data for an approved and
baselined project to the configured ERP application for integration. The data from your
projects then becomes available within your ERP applications for assignment and
tracking.
To send project data to ERP:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Import/Export
Send to ERP.
Note: Any pending changes are automatically saved.

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4) In the Send Projects to ERP dialog box:
a. Select the projects you want to send to ERP.
b. Select or clear the options.
c. Click Send.
Sending Project Data to Fusion
You can send project plan data (resource, role, and expense data summarized by WBS)
and billing event data (completed milestones) for selected P6 projects to an integrated
Fusion PPM Bridge application.
Note: You must have two project security privileges to be able to
summarize project plan data and send it to Fusion PPM Bridge
successfully: Allow Integration with ERP System and Summarize
Projects. Summarize Projects enables you to summarize the project
and Allow Integration with ERP System allows integration with ERP
systems. Because Fusion PPM Bridge will send requests for
additional data back to P6, the P6 user name specified in the
Fusion PPM Bridge system must have P6 EPPM Web Services module
access to be logged into the Fusion PPM Bridge/P6 WSDL.
To send project data to Fusion:
1) Click the Projects menu and choose Open Projects.
2) In the Open Projects dialog box, open an integrated project from the Imported
Projects list and click OK.
3) On the Projects navigation bar, click Activities.
4) On the Activities page, click the Actions menu and select Import/Export
Send to Fusion.
Note: Any pending changes are automatically saved.
5) In the Send Projects to Fusion dialog box:
a. Select the projects you want to send to Fusion PPM Bridge, or select the option in
the column heading to select all the projects.
b. Select or clear the options.
c. Click Send.
Tips
Fusion PPM Bridge projects integrated with P6 will show Fusion PPM Bridge in the
Integrated WBS field for each WBS. That field is read-only and set by the Fusion PPM
Bridge integration when Fusion PPM Bridge sends P6 the project.

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Check the status of the Fusion PPM Bridge integration process for the selected
projects on the Service Status Dialog Box. Because the summarization job is tied to the
larger job of sending data to Fusion PPM Bridge, it won't appear as a separate
service. If any errors occurred, they will appear in the log file.
About Project Templates
Project templates are reusable models of projects you can store and use later, in whole
or in part, to save time and standardize your operations.
A template includes all the details, best practices, and de facto standards your
organization associates with projects of a particular type. For example, use project
templates to create a library of predefined project structures that can later be used as
starting points for new projects. In addition, specific WBS branches and their activities
can be copied from projects or templates and inserted wherever you need them.
You can organize your template projects within the EPS, assign them project codes, and
provide them with descriptions to aid in reuse. You can create templates from projects or
to create projects from templates. You can also create projects based on other projects,
and templates based on other templates.
Working with Project Templates
Project templates act as a format that you can use when creating new projects or
templates.
Working with project templates
The Documents, Issues, Team Usage, and Workspace pages are not available for project
templates. If you navigate to one of these pages while working with a project template,
you will see the message: Project templates are not supported on this page. When
working with templates on the Activities or EPS pages, the Issues and Documents detail
windows are visible but their icons are disabled.
Creating project templates
You can create a brand new project template, or you can copy and modify an existing
template or project to make a new template. If you select to copy a project or template,
you can copy the entire template, or you might insert only the WBS portion into a project.
Because issues and documents are not available for project templates, when you copy
an existing project to make a template, the issue and document information does not
carry over.
When you copy a project to create a template, some fields are automatically cleared of
any values and disabled to prevent the reuse of data out of context. For example,
actual dates and costs are not permitted in templates.
Opening project templates

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Project templates cannot be opened in conjunction with other project templates or with
projects. If you open a project or a project template on the EPS page when you have a
project template open, the initial project template will close. Conversely, if you have a
project or group of projects open and you open a project template, the projects will
close.
This is also true when working in the Open Projects dialog box. For example, when you
have a project template open, the Open Projects dialog box will display the template in
the Selected Templates list. If you add a project to the Selected list, the application will
remove the project template from the list. If you already have a project template
selected, the application will not allow you to add another template to the list. On the
other hand, if you try to open a project template when projects are already open, the
projects are replaced by the project template.
Creating Project Templates
You can create project templates to act as a standard or format for future projects.
To create project templates:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select the EPS element to which you want to add the new project template.
b. Click the Actions menu and select Add Add Project Template.
4) In the Add Project Template dialog box:
a. Click the General tab and configure each required field.
Note: You can add a description or copy from an existing project
or template.
b. Click Create.
Tips
To configure advanced options, you must select to copy from an existing project or
template. This will enable the Advanced tab.
If you choose to copy from an existing project, select either the Use Actual Costs and
Units or Use Planned Costs and Units option. If you select to copy from a template, the
application will disable the Use Actual Costs and Units option.
You can also right-click the table and select Add Project Template to create a
project template.

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The EPS
About the Enterprise Project Structure (EPS)
The enterprise project structure (EPS) represents the hierarchical structure of all projects in
the database. The EPS can be subdivided into as many levels or nodes as needed to
represent work at your organization. Nodes at the highest, or root, level might represent
divisions within your company, project phases, site locations, or other major groupings
that meet the needs of your organization; projects always represent the lowest level of
the hierarchy. Every project must be included in an EPS node.
The number of EPS levels and their structure depend on the scope of your projects and
how you want to summarize data. For example, you might want to define increasingly
lower levels of EPS nodes, similar to an outline, to represent broad areas of work that
expand into more detailed projects. Specify as many projects as needed to fulfill the
requirements of your operations executives and program managers.
Multiple levels enable you to manage projects separately while retaining the ability to roll
up and summarize data to higher levels. For example, you can summarize information for
each node in the EPS. Conversely, you can use top-down budgeting from higher-level
EPS nodes down through their lower-level projects for cost control.
User access and privileges to nodes within the EPS hierarchy are implemented through a
global organizational breakdown structure (OBS) that represents the management
responsible for the projects in the EPS. Each manager in the OBS is associated with an
area of the EPS, either by node or by project, and the WBS of the particular level of the
hierarchy.
Once you have added users and associated them with OBS elements and project
profiles, you can define the EPS and assign a responsible manager (OBS element) to
each level. You must specify a responsible manager for each node of the EPS.
Working with the EPS
Your P6 projects are arranged in a hierarchy called the enterprise project structure, or
EPS. The EPS can be subdivided into as many levels or nodes as needed to parallel work
at your organization. Nodes at the highest, or root, level might represent divisions within
your company, project phases, site locations, or other major groupings that meet the
needs of your organization. Projects always represent the lowest level of the hierarchy.
Every project must be included in an EPS node.
Ideally, one person or group controls the EPS across the organization. The project control
coordinator creates the hierarchical structure that identifies the company-wide projects.
The coordinator works with the project manager in each area of the organization to
define basic project information for each group and to develop standards before any
projects are added.

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After you set up an EPS, you can define additional data about each EPS division, such as
anticipated dates, budgets, and spending plans. Use the detail windows on the EPS
page to specify this information. Or, you can begin adding projects under the applicable
levels in the structure if you have access rights to these functions. Access rights are set by
your application administrator.
Throughout the application, when selecting projects to work with, you can open all
projects that belong to an EPS node or sort them by EPS. When you create a project, you
must specify a single parent EPS node. User access and privileges to nodes within the EPS
hierarchy are implemented through a global OBS that represents the management
responsible for each project. Each manager in the OBS is associated with an area of the
EPS, either by node or by project, and the WBS of the particular level of the hierarchy.
Table of Key EPS Page Elements
Item Description
Actions, Edit, and View menus: Use these menus to work with and
customize the EPS page.
EPS toolbars: Customize the toolbars to include icons that you use most
often.
EPS View toolbar: Determines how you see data on the EPS page.

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Item Description
EPS/Project table: Displays each project within the EPS. In this example,
the data is grouped by EPS, then by Portfolio, and then by a project code
called Financial Rating. The table is sorted by Project Name.
EPS Gantt chart: Displays project and EPS data in a Gantt chart format.
Detail Windows: The Funding detail window for the project selected in the
table. Additional detail windows appear along the bottom of the table.
Creating EPS Elements
Create enterprise project structure (EPS) elements to represent the hierarchical positions
of all the projects in your database. You can create sibling EPSs to represent those that
are hierarchically equal, or child EPSs to represent those that are subordinate.
To create EPS elements:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select an EPS. The EPS can act as a sibling or a parent.
b. Click the Actions menu:
To add a sibling, select Add Add Sibling EPS (Shift+Insert).
To add a child, select Add Add Child EPS (Ctrl+Insert).
c. Double-click in the EPS/Project Name field to enter a name for the new EPS.
d. Click the Actions menu and select Save (Ctrl+S).
Tips
To remove all projects and templates from the view, apply the EPS Only standard filter
when creating an EPS element. You are then able to easily see where your new EPS
fits into the EPS hierarchy as a whole.
To create an EPS, grouping must be configured to have the Level 1 Field list set to EPS.
When filtering is configured to display projects that belong to an EPS, the Hide if
empty option is disabled. Data will not display.
The application automatically names the new EPS New EPS, New EPS-1, New EPS-2, et
cetera.
You can also right-click an EPS on the table and select Add Child EPS or Add Sibling
EPS to create an EPS.

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Configuring the EPS
Configure the EPS for your organization to develop a hierarchy that establishes the way
your organization operates. Divide the EPS into multiple levels or nodes to represent the
work that needs to be done in your organization. You can then assign projects to these
nodes and levels to reflect work that needs to be done in each area.
The number of EPS levels and their structure depend on the scope of your projects and
how you want to summarize data. For example, you might want to define increasingly
lower levels of EPS nodes, similar to an outline, to represent broad areas of work that
branch into more detailed projects.
To configure the EPS:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Create the EPSs you need to represent the divisions in your company, site
locations, or other major groupings of projects.
b. Use the Move Up (Ctrl+Alt+Up), Move Down (Ctrl+Alt+Down), Move Left
(Ctrl+Alt+Left), and Move Right (Ctrl+Alt+Right) arrows on the Edit menu to
arrange the EPS nodes in a hierarchy that establishes the highest level and lowest
level EPSs.
c. Add projects to the EPS nodes. You can create an entirely new project, or create
a project using elements from an existing project or project template.
4) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
The farther to the left an EPS is, the higher-level EPS it is.
Opening Projects or Templates in the EPS
While viewing the EPS, it is also possible to designate one or more projects or a single
template as open. When you later navigate to other pages in the Projects section, such
as the Activities page, these projects or the designated template will already be open so
you can begin viewing or modifying them.
To open projects or templates from the EPS:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project, template, or EPS element to open.
b. Click the Actions menu and select Open Project or Open Project
Template.

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Note: If you select an EPS, all the projects contained in that EPS will
open.
Tips
You can open more than one project. Use Shift+click or Ctrl+click to select all the
items you want to open.
You cannot open a template in combination with any other item.
To close a project, right-click the project you want to close and select Close Project.
To close all of the open projects on the EPS page, click the Actions menu on the EPS
page and select Close All.
When a project is open, it will display an open folder indicator . When a project is
closed, its corresponding folder indicator will also be closed . Templates also exhibit
this change in their visual indicators.
The Team Usage, Workspace, Documents, and Issues pages are not available when
you open a template.
About Projects
A project is any temporary series of activities performed in some coordinated
arrangement in order to create a product, service, or measurable business result.
Projects have a definite beginning and end. A project is concluded when its objectives
have been reached or when the project is terminated.
Creating Projects
Create projects to define a set of activities and WBSs that work toward a common goal.
To create a project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select the EPS element to which you want to add the new project.
b. Click the Actions menu and select Add Add Project.
4) In the Add Project dialog box:
a. Click the General tab and select an option or enter a value in each required field.
Note: You can add a description or a Must Finish By date. You can
also copy the project from an existing project or template.
b. Click Create.

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Tips
To configure advanced options, you must select a project to copy. This will enable
the Advanced tab. If you select to copy a template, the Advanced tab will not be
enabled.
You can also right-click the table and select Add Project to create a project.
You can perform the cut, copy, and paste functions to create new projects from
existing projects.
Creating Projects from Existing Projects or Templates
In place of making a project from scratch, you can use a template or a copy of an
existing project as a starting point.
To create a project from an existing project or template:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select the EPS element to which you want to add the new project.
b. Click the Actions menu and select Add Add Project.
4) In the Add Project dialog box, click the General tab.
5) On the General tab:
a. Select an option or enter a value in each required field.
b. In the Copy from existing project or template field, click Select Project or
Template to Copy and select an option from the dialog box.
Note: Click Select Project Type and select Projects or
Templates to open the list of projects or templates.
c. Click Create.
Tips
To configure advanced options, you must select a project to copy. This will enable
the Advanced tab. If you select to copy a template, the Advanced tab will not be
enabled.
You can also right-click the table, select Add Project, and follow steps 4 and 5 to
create a project from an existing project or template.
You cannot copy from a project unless you have the privilege to view costs for a
project.
Deleting Projects or EPS Elements
Delete projects or EPS elements when they are no longer necessary.
To delete a project or EPS element:

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1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project or EPS element.
b. Click the Actions menu and select Delete (Delete).
c. In the Primavera P6 dialog box, click Yes.
d. Click the Actions menu and select Save (Ctrl+S).
Caution:
 You cannot retrieve deleted projects.
 When you delete a project or EPS element, you are also
deleting all of its project, WBS, and activity data.
Customizing Detail Windows
You can customize which detail windows appear on the EPS or Activities pages.
To customize detail windows:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Select a view from the Activity View or EPS View list.
b. Click the View menu and select Customize Detail Windows.
4) In the Customize Detail Windows dialog box:
a. In the Area section, select one of the options to determine which listing of detail
windows is available for you to customize.
b. In the Detail Window section, select or clear the options beside detail windows to
add or remove them from the page.
c. Click Save.
Tips
Select or clear the option beside the Detail Window title to add all or remove all the
detail windows.
Right-click a detail window tab or titlebar to customize detail windows. Click
Customize on the menu to open the Customize Detail Windows dialog box, or click a
detail window name to add or remove it from the page.

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Click and drag detail windows to change their order. Otherwise, the detail windows
appear in the same order that they appear in the Customize Detail Windows dialog
box.
Click Float on the detail window to separate it from any others in the series. You
can then freely move this detail window to change its position or re-dock it.
When you navigate to a new page, you can save or cancel the view changes you
made to the detail windows. These changes will only be saved for the view selected
in the Activity or EPS View list.
Configuring Project Preferences
You can set various behavior and data preferences for each project by performing the
tasks below on the Project Preferences dialog box of the EPS page.
Related Topics
Configuring History Settings for P6 Analytics .......................................................207
Configuring Project Calculations..........................................................................207
Linking P6 and Contract Management Projects................................................208
Configuring Project Defaults .................................................................................208
Configuring General Project Preferences...........................................................209
Configuring P6 Progress Reporter.........................................................................209
Configuring Project Summarization and Publication Services .........................210
Configuring P6 Team Member Status Update Reviews.....................................210
Configuring P6 Team Member Application View Preferences ........................211
Configuring History Settings for P6 Analytics
Use this task to configure the type of data stored in P6 Analytics and in what time interval.
To configure history settings:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Analytics.
5) On the Analytics page:
a. Select the History Level and History Interval settings.
b. Click Save to continue working or click Save and Close if you are finished.
Configuring Project Calculations
Configure project calculations to define how the application will compute values
concerning activities, earned value, and units and costs.

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To configure project calculations:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Calculations.
5) On the Calculations page:
a. Configure the options in each section.
b. Click Save to continue working or click Save and Close if you are finished.
Linking P6 and Contract Management Projects
When the P6 and Contract Management applications are linked, you can then link a
specific project in P6 to a Contract Management project. This will enable you to view
up-to-date contractual information for the project within portlets.
To link a P6 project to a Contract Management project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Contract Management.
5) On the Contract Management page, click Group Name: Project Name .
6) In the Primavera P6 dialog box, log on to Contract Management.
7) In the Select Project and Group dialog box, expand a project, select a group, and
click OK.
8) In the Project Preferences dialog box, click Save to continue working or click Save
and Close if you are finished.
Tips
To link the project to a Contract Management project, you must have a valid user name
and password. If you have a Contract Management user name and password that is the
same as the user name and password with which you are currently logged in to P6, you
are not prompted to login again. If you do not have the same user name and password
for both applications, you must enter a valid Contract Management user name and
password in the Primavera P6 dialog box.
Configuring Project Defaults
Configure project defaults to define how new activities and assignments will display in a
project.

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To configure project defaults:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Defaults.
5) On the Defaults page:
a. Configure the defaults to represent how you want the application to handle new
activities and assignments.
b. Click Save to continue working or click Save and Close if you are finished.
Configuring General Project Preferences
Configure general project preferences to specify general information concerning the
project such as when the fiscal year begins.
To configure general project preferences:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click General.
5) On the General page:
a. Configure the WBS Code Separator field and select a month for the Fiscal year
begins on the first day of list.
b. Click Save to continue working or click Save and Close if you are finished.
Configuring P6 Progress Reporter
Configure options for statusing and managing activities to determine how users interact
with activities.
To configure P6 Progress Reporter:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Progress Reporter.
5) On the Progress Reporter page:

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a. Configure the options for each section.
b. Click Save to continue working or click Save and Close if you are finished.
Configuring Project Summarization and Publication Services
You can configure options for the project summarization and publication services.
To configure project services:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Services.
5) On the Services page:
a. Select or clear the Enable Summarization option.
b. If you select this option, configure the enabled options and Summarize to WBS
Level list.
c. Select or clear the Enable Publication option.
d. If you select this option, configure the Publication Priority by selecting a number
from 0 to 100.
e. Click Save to continue working or click Save and Close if you are finished.
Tips
If you clear the Enable Summarization option in the EPS table, you will be asked if you
would like to delete the summary information. If there is no summary information, then
the application will not prompt you.
Configuring P6 Team Member Status Update Reviews
Configure the team member status updates feature to enable a project manager to
manually edit and approve status updates, made by resources or activity owners in one
of the Team Member applications, before the updates are applied to the project.
Note: The status update reviews feature is turned off by default.
To configure status updates:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Team Member Applications.

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5) On the Team Member Applications page, in the Status Reviews section:
a. Select Allow reviews for Team Member status updates.
b. Select Review required by default for new activities if all new activities require
approval. When prompted to apply the setting to all existing activities in the
project, choose Yes or No.
Note: You can manually choose which activities require reviews by
selecting or clearing the Review Required option for each activity
on the Activities page.
c. In the Reviewer field, click Select User.
6) In the Select Status Reviewer dialog box:
a. Select a reviewer.
b. Click OK.
c. When prompted to set this user as the Status Reviewer for all WBS nodes in the
project, choose Yes or No.
7) Click Save and Close.
Tips
The assigned status reviewer, or a user with Admin or Project superuser privileges can
view, edit, and approve the status updates for the project. However, only users
identified as status reviewers receive notifications that pending status updates exist.
A status reviewer is set at the WBS level and applies to each activity included in the
WBS.
You can manually change the required reviewer for each WBS on the Activities
page. Click the General detail window for the WBS and double-click the Status
Reviewer field. If the Status Reviewer column is not displayed, click Customize
Columns and select Status Reviewer.
If the status reviewer is only set at the WBS level and not the project level, then the
reviewer only has review privileges for the activities within the WBS the reviewer is
assigned.
To require approval on an activity, on the Activities page, select Review Required for
the activity. If the Reviewer Required column is not displayed, click Columns and
select Status Reviewer from the General category.
If an activity does not require review, it is automatically approved. View the Update
History detail window on the Activities page to view all updates made the to the
activity.
Configuring P6 Team Member Application View Preferences
Configure the Team Member view preferences to enable users to view and update the
fields that are important for statusing the project in one of the P6 Team Member
applications.
To configure view preferences:

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1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) In the Project Preferences pane, click Team Member Applications.
5) On the Team Member Applications page:
a. In the Edit Fields section:
1. Choose whether Resource Assignments, Activity Owners, or Both are assigned
to activities.
2. Select the fields you want team members to use to update their activities.
Notes:
 Activities and assignments are called tasks in the Team Member
applications.
 Field names are simplified in P6 EPPM applications.
b. In the View Fields section, choose up to three activity codes or UDFs that should be
visible to team members.
Note: The activity codes and UDF fields will appear in alphabetical
order in P6 Team Member applications.
c. Click Save and Close.
Tips
Edit fields display in P6 Team Member applications in the following order, if selected:
Expected Finish
Activity % Complete
Remaining Duration
Actual Units or Actual Labor Units
Actual Nonlabor Units
Remaining Units or Remaining Labor Units
Remaining Nonlabor Units

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Opening Projects or Templates
Perform these steps to open one or more projects or a single template in order to view or
modify project data on any of the pages in the Projects section of the application. You
can open templates and projects from several locations in the application; however,
these steps using the common selection controls on the Open Projects dialog box
represent the standard way to determine and change which projects are currently
open.
To open a project or template:
1) Click the Projects menu and select Open Projects.
2) In the Open Projects dialog box:
a. Click Select Project Type and select Projects or Templates.
b. Click Group By and choose a viewing arrangement:
Select EPS, Portfolios, or Project Codes to organize available projects.
Select EPS or Project Codes to organize available templates.
c. Use the common selection controls to identify and select the items you want to
open.
In the Available Templates list, add a template to the Selected Templates
list.
In the Available Projects list, add one or more projects, or an entire group of
projects, to the Selected Projects list.
d. Click OK.
Tips
You can open a combination of projects, for example, two projects, an EPS node,
and a portfolio. However, you can only open one template at a time, and never in
combination with any other projects.
Press Shift+click or Ctrl+click to select multiple projects, or select an EPS element to
open all projects belonging to that EPS element and all child EPS elements.
When grouped by project code, you cannot select an entire project code. You can
however select a project code value to open all projects that share that value.
To open projects exclusively in the Selected Projects lists, select Open Exclusively.
When you open a project exclusively, no other users can modify data in the project
until the exclusive lock is removed from the project. You must have the required
security privilege to open a project exclusively.
As convenient shortcuts, click Projects to re-open the last project or projects you had
open, or click the Projects menu and select a project, project group, or template
from the list of your most-recently used items.
You can also open projects from within certain project-related portlets such as My
Projects or Project Health. You must have OBS access, be the owner, or assigned as a
resource or activity owner in the project. In these portlets, click the project name
hyperlink to open it in the Projects section.

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Note: After initial installation or upgrade, and for all new users, the
first time you launch P6 and click Projects, the EPS page will open if
this page is available and set as the default page under the
Projects section in your user interface view. If the EPS page is not
available in your user interface view or you navigate to another
page in the Projects section, the Open Projects dialog box will
appear.
About Gantt Charts
A Gantt chart is a graphical representation of the duration and sequence of activities or
projects. It is useful for planning, scheduling, and monitoring progress against a timeline.
Working with the Activity Gantt Chart
Use the Activity Gantt chart to view the progression and relationships of activities or
projects on a timeline.
Gantt chart bars and activity dates or durations
You can easily update dates and durations by resizing or moving Gantt chart bars. When
you change bar positions in a Gantt chart, the start and finish date columns update
automatically to reflect the new bar position. After moving a Gantt bar, when you save
your changes, the remaining duration is recalculated based on the new dates and the
activity or project calendar. Because this calendar is applied when you save, if you
move but do not resize a Gantt bar, the duration might shorten or lengthen based on the
calendar's nonworktime.
Note: If you click the center of a bar and drag it along the
timescale, you will be prompted to add a Start On or After
constraint. In the Gantt chart, you can impose only a Start On or
After constraint.
Customizing the Gantt chart
You can change the progress line options or the timescale for the Gantt chart in the
Customize Activity View dialog box.
Viewing the Gantt chart
In the Gantt chart, a vertical blue line represents the current data date for the project.
Vertical sightlines appear at each minor increment (bottom) of the timescale. Horizontal
sightlines appear at the bottom of every fifth table row. The timescale background is
shaded to indicate nonworktime based on the global default calendar.
Activity highlight

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To quickly locate the activities you need to update, you can use the Progress Spotlight
feature, which highlights all activities that should have progressed during a specific time
period. This time period is defined by the smallest increment of the current timescale
since the last data date. For example, if the current timescale is set to Month/Week,
Progress Spotlight highlights all activities that should have progressed during the week
since the data date.
Configuring Gantt Charts
Configure the Gantt chart to adjust activity beginning and finishing dates as well as
constraints.
To configure the Gantt chart:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page, click the View menu and select Gantt Chart.
4) On the Gantt chart:
a. To resize bars, select a bar and click and drag the beginning or end of it to a new
date. (Only applicable on the Activities page.)
b. To focus the Gantt chart on a specific time interval, double-click a year, quarter,
month, week, or day on the timescale. The Gantt chart timescale will expand or
shrink to show the entire time interval.
c. To expand a specific area of the Gantt chart, click the timescale at the top of the
Gantt chart once (the pointer will become a double-headed arrow), move the
pointer to select the portion of the timescale you want to expand, and click again.
You can perform this step several times.
d. To apply a Start On or After Activity Constraint, click the middle of a bar and drag it
along the timescale. (Only applicable on the Activities page.)
5) On the Activities or EPS page, click the View menu and select Save (Ctrl+S).
Tips
To back out of a zoom, double-click the top bar of the timescale.
After resizing or moving a Gantt bar, when you save your changes, the activity
remaining duration is recalculated based on the new dates and the activity's
calendar. Because the calendar for the activity is applied when you save, a date you
specified for an activity might change slightly if it occurs during calendar
nonworktime. Also, if you move, but do not resize, a Gantt bar, the duration might
shorten or lengthen based on the activity calendar's nonworktime.

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If you select the option Do not show this again in the Activity Constraint dialog box, it
will not reappear until the next time you log in.
You can create or configure activity relationships directly in the Gantt chart.
About Baselines
A baseline is a copy, or snapshot, of project data at a given time. Because a baseline is a
static representation of a project plan, it can be used as a benchmark against which to
measure performance as a project progresses.
You can create multiple baselines to establish metrics throughout the project life cycle.
Typically, you would want to create an initial baseline once the project plan is approved,
then you would create additional baselines according to your organization's
requirements. For example, you could create new baselines at specific reporting
intervals.
Although many baselines can be created for a project, only two baselines can be used
at any given time to display and compare data. These are known as the Project Baseline
and User's Primary Baseline. The current project can also be used as the baseline, for
example, in situations where no other baseline yet exists.
The Project Baseline is a single metric for comparison that enables all members of a team
to have a shared and consistent set of data against which to evaluate project progress.
There is only one Project Baseline at any time. All pages that display summarized data
compare and display data against the Project Baseline.
The User's Primary Baseline is an optional personal baseline that is used to evaluate
project progress.
Related Topics
About Baseline Types .............................................................................................509
Working with Baselines
Before you update a schedule for the first time, you should create a baseline plan. The
simplest baseline plan is a complete copy, or snapshot, of the original schedule. This
snapshot provides a target against which you can track a project's cost, schedule, and
performance. You can save a copy of the current project to use as the baseline or you
can convert another project in the EPS hierarchy to a baseline for the current project.
To help categorize, or track, multiple baselines for a single project, you can assign each
baseline a type that reflects its purpose, for example, initial planning baseline, What-if
project baseline, customer sign-off, or midproject baseline.
Regardless of the number of baselines you store for a project, at any given time you can
only select at most two baselines for use in making comparisons in P6. The project-level
baseline is used for project/activity usage spreadsheets and profiles, as well as for
earned value calculations.

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You can convert another project in the EPS hierarchy to a baseline for use in comparisons
with the current project. Before converting a project to a baseline, if you still want to
have access to the original project, you should make a copy of it. Once you convert a
project to a baseline, it is no longer available in the project hierarchy. You can restore a
baseline, making it available again as a separate project in the project hierarchy, in
order to modify it or update it.
Note: You must have the Edit Project Details Except
Costs/Financials and Assign Project Baseline project privileges to
set the project baseline.
Table of Working with Baseline Elements
Item Description
Define Baselines: Use Define Baselines to add, modify, convert, and
restore projects and baselines.
Add Baselines: When you add a baseline, give it a name, assign it a type,
and decide if you want to make it the Project Baseline or User's Primary
Baseline for the currently selected project. Baseline designations are
made in the projects rows of the table highlighted in blue.
Convert a Project to Baseline: Save a copy of the baseline before you
convert it. Convert a project to use it as a baseline for a current project.
Restore a Baseline: Use restore a baseline to modify a baseline project.
You must first unlink a baseline from its current project by restoring it as a
separate project. You can then work with this restored baseline project as
you would any other project in the EPS.
Baseline Type: Assign baseline types to baselines to help categorize
multiple baselines for a single project. Configure the available baseline
types along with your other Enterprise Data settings.

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Item Description
Project Baseline: Lists the available baselines for the selected project.
Select the baseline to use as the project baseline. If a baseline does not
exist, the current project is the default value.
User's Primary Baseline: Select the user's primary baseline from the list of
available baselines. If a baseline does not exist, the current project is the
default value.
Note: You can define up to three baselines for a project in P6
Professional.
Creating Baselines
Create baselines to measure project performance.
To create a baseline:
1) Open the project or projects for which you want to create a baseline using one of the
following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and select one of the most-recently used projects or
group of projects.
 Click the Projects menu and select Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project Navigation bar, click Activities or EPS.
3) On the Activities or EPS page, click the Actions menu and select Define
Baselines....
4) In the Baselines dialog box:
a. Select the project to which you will add the baseline.
b. Click Add Baseline.
c. Enter a name in the Baseline Name field.
d. Select a type from the Baseline Type list.
e. Click Save (Ctrl+S).
Tips
The application automatically assigns the baseline a name based on the selected
project. For example, if you select Project A, the application will name the newly
created baseline A - B1.
Specify the default Project Baseline and User's Primary Baseline by selecting from the
list of available baselines for each project in the table on the Baselines dialog box.

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Click Convert a Project to Baseline and select a project to convert a project into a
baseline.
Select a baseline and click Restore a Baseline to remove the baseline and make it a
project.
About Summary Data
Projects often contain large amounts of data. Users expect to rearrange and group this
data to obtain subtotals and totals for status reporting. Performance problems would
naturally arise if the data had to be re-calculated over and over for each minor change.
To resolve these issues and to obtain accurate aggregate values representing sub-totals
and totals, projects are summarized using the web summarizer. The web summarizer
creates summary data and spread data. Summary data means a new summary record
is created to store aggregate values for totals in columns. Spread data means a new
sub-summary or spread record for each spread period is created with only the individual
values for that period.
Example: You want to see resource assignments spanning multiple
resources and break out the subtotals by project and WBS. By
summarizing the selected projects, the database performs the
calculations necessary to display subtotals for all cost and unit
fields by resource, by project, by WBS, and by time period.
Many features in P6 and P6 Professional use summary enterprise or project data
calculations spanning multiple records and therefore rely on the creation of
up-to-the-minute summarized data. To ensure that enterprise records are current, you
need to summarize projects. Summarization performs the series of calculations that
update records with any new information that has been entered since the last update.
Summary data tables temporarily store and share the data.
When a project is summarized, a scheduled service creates summary data for the
following entities:
All project data for a given project. This includes all the data displayed in columns in
the tables on the Activities, EPS, and Resource Assignments pages.
Project and WBS data for each financial period or week/month, including totals.
Resources and roles by project, and totals for all projects (enterprise resource
summary).
When an EPS element is summarized, a scheduled service creates summary data for the
following entities:
EPS summary records representing all project summary data for all projects within a
given EPS node.

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Note: Portfolio features such as Capacity Planning, Performance
Status, and data in dashboard portlets require EPS summaries. If
using these features in the application, you should use the
scheduled job service to summarize all projects in the portfolio.
The following types of projects are not summarized:
Templates
Baselines
Requested Projects
What-if Scenario Projects
Note: Projects that are checked out in P6 Professional or opened
exclusively by another user cannot be summarized even if set to
Enable Summarization. Projects that are opened exclusively by
another user can only be summarized by that user.
Working with the Summarizer Service
You can summarize data at any time or you can use the Scheduled Services page to
schedule a time when data are regularly summarized. For example, set the application
to summarize every Monday at 8:00 a.m. In each case, project data are summarized
according to the settings you specify and the new summary values are saved to the
project database, overwriting any previously calculated summary data. If you run the
summarizer from the Scheduled Services page, you can select to summarize an EPS
rather than individual projects. Otherwise, an EPS node uses the sum of all the project
records beneath it.
Resources
Resource-related features in P6 that use summary data rely on the creation of enterprise
(EPS) resource records. Each record is the sum of all assignments for a resource. When
you summarize a project, the application creates resource records for that project. Each
time the service runs, the records are updated.
Summarizing Projects
Summarize projects to maintain up-to-date project data.
To summarize projects:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.

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2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project or EPS node.
b. Click the Actions menu and select Summarize Projects.
Tips
When you summarize projects from the Activities page, the application will
summarize any of the currently open projects. When you summarize from the EPS
page, only the selected projects will be summarized.
Using the Project Scheduled Services page, you can schedule the application to
automatically summarize projects on a periodic basis.
To summarize projects after you modify high-level planning assignments, select the
Automatically summarize on leaving the spreadsheet option on the Customize
Spreadsheet dialog box of the Planning page in the Resources section.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.
You can also summarize projects from the Actions menu of the Activities page.
About Importing and Exporting Projects
You can import and export information to and from P6 using external files and then share
this information with other P6 EPPM users, Oracle Primavera Contractor users, other
project management tools (such as Microsoft Project and Microsoft Excel), and your
organization's human resource and accounting systems. You can also use external files
to archive your projects or create a backup of your database.
You can import and export project data between P6 and other applications using the
following file formats:
Oracle Primavera's XML format which enables you to share project information stored
in the P6 EPPM database.
Microsoft Project XML format which enables you to share information with Microsoft
Project 2007 or 2010.
Note: All project data are stored in a central database. You can
also import projects using the Primavera XER format in P6
Professional.

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Importing and Exporting Projects
You can import and export projects in Primavera XML format or Microsoft Project XML
format. This feature allows you to exchange data with P6 EPPM users at other
organizations, or with users of Microsoft Project. Choose from the following options:
Working with Microsoft Project Export (on page 191)
Working with Microsoft Project Import (on page 189)
Working with Primavera XML Project Export (on page 187)
Working with Primavera XML Project Import (on page 185)
Exporting Projects using Microsoft Project XML
You can export projects to locations outside of P6 using the Microsoft XML format to
share information with Microsoft Project.
To export projects using Microsoft Project XML format:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the Actions menu and select Import/Export , XML
Project Import/Export....
4) In the XML Project Import/Export dialog box, click the Export tab.
5) On the Export tab:
a. In the Export Type field, select Microsoft Project XML 2007 or Microsoft Project XML
2010.
b. In the Microsoft Project Template field, select a template.
c. In the Export Project field, click Select Project and select a project from the
dialog box.
d. Click Export.
Tips
Click the Status tab to see the status of the export. On the Status tab, you can delete the
export.
Configuring Microsoft Project Templates
Configure Microsoft Project templates to define data exchange options for both
exporting to and importing from Microsoft Project.
To configure Microsoft Project templates:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the Actions menu and select Import/Export , XML
Project Import/Export....
4) In the XML Project Import/Export dialog box, click the Import or Export tab.

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5) On the Import or Export tab:
a. Select Microsoft Project XML from the Import or Export Type list.
b. Select a template from the Microsoft Project Template list.
c. Click MSP Import Template Options or MSP Export Template Options.
6) In the Modify Template dialog box:
a. Configure the lists, options, and fields on each tab.
b. Click Save.
Tips
The area you select from the Select Subject Area list on the Custom Field Mapping tab
determines what appears in the Project Management and Microsoft Project Fields.
Exporting Projects using Primavera XML Format
You can export projects to locations outside P6 using the Primavera XML format to share
project information between Project Management databases.
To export projects using Primavera XML format:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the Actions menu and select Import/Export , XML
Project Import/Export....
4) In the XML Project Import/Export dialog box, click the Export tab.
5) On the Export tab:
a. In the Export Type field, select Primavera XML.
b. In the Export Project field, click Select Project and select a project from the
dialog box.
c. Click Export.
Tips
Click the Status tab to see the status of the export. On the Status tab, you can delete the
export.
Importing Projects using Microsoft Project XML
You can import projects using the Microsoft Project XML format to create and manage
them as new projects in P6.
Note: To import a project via XML using P6 or P6 Professional, your
user account's Resource Access field must be set to All Resources.
This change can be made temporarily and then restored on the
Users pane on the User Access page.

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To import projects using the Microsoft Project XML format:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the Actions menu and select Import/Export , XML
Project Import/Export....
4) In the Import/Export Project dialog box, choose the Import tab.
5) On the Import tab:
a. In the Import Type field, select Microsoft Project XML.
b. In the Import File field, click Browse.
6) In the File Upload dialog box, select a file and click Open.
7) On the Import tab:
a. In the Microsoft Project Template field, select a template.
b. Select an option for Select Import Action.
If you select Create New Project, click Select Parent EPS and select the
EPS where you want to import the XML file.
If you select Update Existing Project, click Select Project and choose the
project you are updating. Click Advanced to choose the type of data to
include in the import.
c. Click Import.
Tips
Click the Status tab to see the status of the import. On the Status tab, you can also
delete the import.
Importing Projects using Primavera XML Format
You can import projects using the Primavera XML format and create or update a project.
To import projects using Primavera XML format:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the Actions menu and select Import/Export , XML
Project Import/Export....
4) In the Import/Export Project dialog box, choose the Import tab.
5) On the Import tab:
a. In the Import Type field, select Primavera XML.
b. In the Import File field, click Browse.
6) In the File Upload dialog box, select a file and click Open.
7) On the Import tab:
a. Select an option for Select Import Action.

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If you select Create New Project, click Select Parent EPS and select the
EPS where you want to import the XML file.
If you select Update Existing Project, click Select Project and select the
project where you want to import the XML file.
b. Click Import.
Tips
Click the Status tab to see the status of the import. On the Status tab, you can also delete
the import.
Exporting Projects to Excel
You can export the list of projects in your project view to a Microsoft Excel (.xls) file.
To export projects:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project view from the EPS View list.
b. Configure the EPS view to determine what data are exported.
c. Click the Actions menu and select Import/Export Export to Excel.
4) In the File Download dialog box, click Open to open the Excel spreadsheet or Save to
save the file to your computer.
Tips
All data, except grouping row information, are exported as they appear in the current
project view.
About Budgets
Budgets help you track the total estimated effort or quantity of resources or materials
and the cash flow required to complete a project. Before a project starts, the
resource/cost manager, along with the operations executive, program manager, and
project manager, determine scope and budget requirements, and set these high-level
budget estimates at the EPS level. As requirements change, resource and financial
support are adjusted to compensate for those changes. The individuals involved in
project planning, funding, and financial support can estimate their budgets from the top
down and log changes to the budget at any time from as early as the project planning
stage to well after the project is underway. P6 tracks these changes, while retaining the
original amounts.

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Budget change logs help you keep track of budget alterations as they occur. The
Current Budget field (original budget plus approved budget changes) and Proposed
Budget field (original budget plus approved and pending budget amounts) incorporate
changes so you have up-to-date and accurate budget information for each EPS node
or project. These logs also provide a clear indication of the who, what, when, where, and
why behind the approved or denied request.
Change amounts are not incorporated in the current budget until these amounts have
an Approved status. Only authorized project participants can issue budget changes and
mark them as approved. You can post a change amount as Pending; the program
manager of the affected EPS node, or the project manager of the affected project, must
then mark the amount as Approved or Not Approved. P6 recalculates the new
budgeted amount and adjusts the current budget based on approved changes to the
log.
Working with Budgets
Establish budget estimates during the planning stage, then refine them as projects
progress. Document budget changes as they occur, and then use these changes to
calculate the latest budgeted amounts for the project. You can also record monthly,
quarterly, or yearly spending of budgeted funds, track the current and undistributed
variance amounts, and roll up the monthly spending plan of each project in a branch to
its higher EPS nodes.
P6 facilitates a top-down budgeting approach to cost management. The resource/cost
manager or other person responsible for making decisions about project launches
generally establishes high-level budget estimates. These estimates are set for each EPS
element. Project managers distribute the budgets to the projects for which they are
responsible in each EPS element, as shown in the following example.

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Once budget estimates are set at the EPS level, you can establish a monthly spending
plan to keep track of cash flow for each node and project.
Table of Key Budget Elements
Item Description
EPS Page: Navigate to the EPS page in the Projects section.
Budget fields: Customize the EPS table by selecting the columns available
under the Budget category. You can also configure an EPS view with
these settings for easy retrieval when needed in the future.
Select a project: Select a project or EPS element and then click the
Budget Log detail window.
Budget Log detail window: In this detail window, set the Original Budget.
As the project life cycle continues, track budget changes within this
same detail window.

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Establishing Budgets
You can establish budget estimates during the planning stage, then refine them as
projects progress. Start at the EPS level and work down through projects and their WBS
elements. This is known as performing top-down budgeting.
Follow the steps below to set up the total budget for each EPS node in the hierarchy first,
then enter the applicable portion of the total budgeted amount to each project in the
node’s branch. Once these initial total amounts are entered, you can start apportioning
anticipated monthly spending amounts per project. P6 then tallies the amounts for the
projects so you can keep track of the total spending plan and assess the variance
between this total and the current budget. This process is ongoing throughout the project
life cycle. Close to the completion of the project, you can better determine profitability.
The return on investment (ROI) value can be used as a gauge when determining
whether a project of this type should be undertaken in the future.
To establish budgets in a top-down approach:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select an EPS element.
b. Click the Budget Log detail window.
4) In the Budget Log detail window:
a. In the Original Budget field, enter the original budget in units of currency.
b. Click Add (Insert) to add a budget log line item.
c. In the Amount field, enter a currency value.
d. In the Status list, select a value. Select Pending to add the amount to the Proposed
Budget total. Select Approved to add the amount to the Current Budget. Select
Not Approved to keep only a record of the budget change line item.
5) On the EPS page, click the Actions menu and select Save (Ctrl+S).
6) Repeat these steps with the following variations:
a. On the EPS page, repeat for each project or template within an EPS element.
b. On the Projects navigation bar, click Activities.
c. On the Activities page, repeat for each project, template, or WBS.
Creating Budget Change Requests
Create budget change requests when seeking approval to proposed changes to an
EPS, project, or WBS budget.

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As projects progress, changes in scope, resource reallocation, funding
additions/withdrawals, or other factors that affect original budgeted amounts, often
occur. The Budget Log detail windows enable you to track modifications that affect the
budget. This log also provides a clear indication of the who, what, when, where, and why
behind the change.
To create a budget change request:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select an EPS or project and click the Budget Log detail window.
Note: You can also create budget change requests for a project or
WBS element from the Budget Log detail window of the Activities
page.
4) In the Budget Log detail window:
a. Click Add (Insert) to add a budget log line item.
b. In the Amount field, enter a currency value.
c. In the Responsible field, enter the name of the responsible person or department.
d. In the Status list, select a status value for the proposed change.
5) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
In general, you should contact the person listed in the Responsible field to determine
if the request is Approved or Not Approved.
Enter a reason for the proposed change in the Reason field. The program manager of
the affected EPS node or the project manager of the affected project can append
this field with a reason for approval or denial.
Approving or Denying Budget Change Requests
If you have the authority, you can approve or deny a budget change request for a WBS,
project, or entire EPS element.
To approve or deny a budget change request:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select the EPS or project with a budget change request and click
the Budget Log detail window.
4) In the Budget Log detail window:
a. Select and review the budget change request.
b. In the Status list, select Approved or Not Approved.
c. In the Reason field, enter an explanation for the new status.

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5) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also approve or deny budget change requests for a WBS or project from the
Budget Log detail window on the Activities page.
To update the original budget, enter a new amount in the Original Budget field and
click Save. The Current Budget and Proposed Budget are updated with the new
value.
Only authorized project participants can issue budget changes and mark them as
Approved.
About Spending and Benefit Plans
Spending and benefit plans are used with a defined discount rate and a rate application
period to calculate the net present value (NPV), return on investment (ROI), and
payback period for a project. The spending plan is the projected project spending for a
specific time period. The benefit plan is the projected project revenue or income for a
specific time period. For both plans, numbers can be positive or negative and are
entered as non-discounted units of currency.

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Working with Spending and Benefit Plans
With spending plans in place, you can compare the monthly totals for the EPS node with
those of all projects in the node, to ensure monthly spending does not exceed your
original budget estimates. When your projects are planned, underway, and completed,
you can revisit the ROI page to record and maintain the spending and benefit, or return
on investment (ROI), for each project. These values assist the operations executive in the
strategic planning process when evaluating future projects.
Table of Key ROI Elements
Item Description
ROI Page: Begin by navigating to the ROI page in the Portfolios section.
View the ROI details: In the row representing the project you want to
evaluate, click the project's name link. In the resulting ROI Details page,
configure the timescale and click the << Previous or Next >> links to view
the spending and benefit plans by month, quarter, or year.

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Item Description
Edit mode: Click the Edit Spending and Benefit Plans link to display the
same information in write or edit mode instead of the previous read-only
mode. In this mode, you can edit the values in the fields. Click Save and
then Return one or more times or click Portfolios again to start over.
Table of Key ROI Chart Elements
Item Description
Cumulative line: This line displays the cumulative profit or loss over time for
the project.
Spending Plan (PV) bar: The blue bar displays the present value of the
project's cost for the time period.
Benefit Plan (PV) bar: The green bar displays the present value of the
project's expected revenue for the time period.
Plan data: Click on a bar or time period to display a visual summary of the
source spending and benefit plan data used to generate the chart.
Summary Information: This section below the chart shows standard
financial data including NPV, ROI, and payback period, essential for
evaluating the project relative to business objectives.

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Configuring Spending and Benefit Plans
You can distribute the budgeted costs and expected returns monthly, quarterly, or
annually for each project to create a spending and benefit plan. The spending and
benefit plans are totaled for each project and the entire portfolio. You can later display
ROI, NPV, and current budget information on the EPS page where you can compare the
portion of the total budget you distributed at a high level with how much was actually
distributed to projects and WBS elements at lower levels.
To establish a project spending and benefit plan:
1) Click Portfolios.
2) On the Portfolios navigation bar, click ROI.
3) On the ROI page, identify a specific project row and click the link for the project
name.
4) On the ROI Details page:
a. Specify a timescale in the Specify the timescale for entering ROI spending and
benefit plans field.
b. Depending on the timescale you selected, click the Previous or Next links to target
a specific time period.
c. Click Edit Spending and Benefit Plans.
5) On the Edit Spending and Benefit Plans page:
a. In the Spending Plan column, enter the anticipated value in units of currency that
reflects what your organization plans to spend during each time period.
b. In the Benefit Plan column, enter the anticipated value in units of currency that
reflects what your organization expects to receive in revenue or cost savings
during each time period.
c. Click Save.
About Return on Investment (ROI)
ROI, or return on investment, is the benefit of performing a project. ROI values assist your
strategic planning by helping you decide which future projects to undertake. ROI values
can be used as a gauge for determining whether a project, relative to other
opportunities, should be undertaken in the future.
ROI is determined by first estimating revenues less the costs of undertaking a project to
arrive at its Net Present Value (NPV). The NPV is then divided by the present value of the
total spending plan to yield a ratio, expressed as a percentage, indicating a measure of
profitabililty. For example, a project with an ROI of 190% is better, all things being equal,
than a project with an ROI of 15%. A project with a negative ROI represents no benefit
and can not continue without additional funding or the future offset of costs with
revenue to yield a positive return again.
Net Present Value (NPV), ROI, and payback period calculations are based on the
project spending and benefit plan values, the discount rate, and the rate application
period recorded for a project in the Portfolios section of P6.

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About Project Views
Project views are the visual layout of project and EPS node information. Project views are
customizable; you can change their filters, Gantt chart options, columns, et cetera.
Selecting the best view or customizing a view that suits your needs can facilitate the
process of recording project data. For example, to quickly record a range of details for a
project or projects, you might select a table view which maximizes the number of data
columns available.
Configuring EPS Views
Configure project views to define how you see a project. Project views affect the filters,
grouping, columns, et cetera that are applied to the EPS page. Detail window visibility is
also affected by the selected project view.
To configure project views:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
1. Click the EPS View list and select a project view.
2. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box:
a. Configure the Columns tab.
b. Configure the Grouping tab.
c. Configure the Filters tab.
d. Configure the Bars tab.
e. Configure the Gantt Chart tab.
f. Configure the Access tab.
g. Click OK.
Tips
You can modify any view you create. You can only modify multi-user and global
project views if you have the appropriate security privileges.
Many of these configurations, configuring columns and filters for example, do not
require you to open the Customize EPS View dialog box. If the necessary icons are
available on your toolbar, you can use them to configure the project view.
Configuring EPS View Columns
Configure project view columns to specify which columns are visible in the Gantt chart or
table.
To configure project view columns:
1) Click Projects.

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2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Click the EPS View list and select a project view.
b. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box, click the Columns tab.
5) On the Columns tab:
a. In the Select the columns to display section, customize the Selected Columns list.
b. In the Column Options section, select an option from each list.
c. Click OK.
Tips
The top-to-bottom order of fields in the Selected Columns list corresponds to the
left-to-right display order of the columns on the EPS page.
You can display a maximum of 30 columns.
To move multiple columns at a time into the Selected Columns list, use Shift+click or
Ctrl+click to select the appropriate columns, then click the right arrow.
Click Font Picker and select a font and size from the dialog box to change the font for
a column.
If you make changes to the Responsible Manager column for an EPS, the application
will prompt you to decide if you want to assign these changes to the child EPS
elements of the selected EPS. The responsible manager will not be changed for the
child projects of this EPS; project responsible managers must be changed individually.
You can customize project view columns from the View menu. Click the View menu
and select Columns.
Configuring EPS View Grouping
Configure grouping options to define how fields are grouped on the EPS page.
To configure project view grouping:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Click the EPS View list and select a view.
b. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box, click the Grouping tab.
5) On the Grouping tab, configure the grouping options for each section and click OK.
Tips
When activities are grouped, the Gantt chart displays a summary bar for each group.
The summary bar represents the time period from the earliest Start to the latest Finish
for the group.

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Use the To Level list to select the number of hierarchy levels when grouping by a
hierarchical field. When grouping by dates, use the To Level list to select a time
interval.
The band color you select will be displayed in the table.
Grouping bands are displayed by default when you group by a project code or EPS
even if the bands are empty. Select the Hide if empty option in the Customize View or
Customize Groupings dialog boxes to remove these bands from view.
Empty bands are hidden, even if the Hide if empty option is not selected, when the
view is grouped by multiple data items and one of the data items is hierarchical.
You can also access the grouping options by selecting Group... on the View
menu.
Configuring EPS View Filters
You can modify or create filters. These filters can then be applied to several different
project views.
To customize project view filters:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Click the EPS View list and select a project view.
b. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box, click the Filters tab.
5) On the Filters tab:
a. You can modify a filter.
b. You can create a filter.
c. You can apply filters.
d. Click OK when finished.
Tips
You can also customize project view filters from the Customize Filters Dialog Box. Click the
View menu, click the Filters submenu, and select Filters.
Applying Filters
Apply filters to a project to specify the data you want to display. You can add
user-created filters or select from the list of standard filters.
To apply filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Click the Activity View or EPS View list and select a view to which you will add the
filters.
b. Click the View menu and select Customize View.
4) In the Customize Activity View or Customize EPS View dialog box, click the Filters tab.
5) On the Filters tab:
a. Select an option from the Show matches for list.
b. In the Apply to View column, select the option for each filter you want to apply.
c. Click OK.
Tips
If you have Team Member module access, either assigned as a resource or activity
owner, applying the My Activities filter will have no affect on the activity list display
because your access is already restricted to your assigned and owner activities.
You can also click the View menu and select Filters from the Filters submenu to open
the Customize Filters dialog box. You can apply filters from this dialog box.
If you want to save the application of these filters to the view, click Yes in the
Primavera P6 dialog box which opens when you navigate away from the page.
Creating Filters
Create filters to narrow activity or project information to a specific data group.
To create filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Click the Activity or EPS View list and select a view to which you will add the filters.
b. Click the View menu and select Customize View.
4) In the Customize Activity View or Customize EPS View dialog box, click the Filters tab.
5) On the Filters tab, click Add Filter.
6) In the Create Filter dialog box:
a. Click the Definition tab and configure the fields and lists for one or more filter
statements.

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Note: In addition to standard filtering options, the is under option is
provided to enable you to include hierarchical elements, including
nodes, when filtering in the EPS, Activities, or Resources Assignments
view.
b. Click the Access tab and define user access.
c. Click OK.
Tips
To add more criteria statements, click . To remove a criteria statements, click . To
nest a criteria statement inside another, click .
You can also click the View menu and select Filters from the Filters submenu to open
the Customize Filters dialog box. From this dialog box, you can create filters.
Configuring Filters
You can configure the detailed statements of a filter and who can use it.
To configure filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Click the Activity or EPS View list and select a view to which you will add the filters.
b. Click the View menu and select Customize View.
4) In the Customize Activity View or Customize EPS View dialog box, select a filter and
click Modify Filter.
5) In the Modify Filter dialog box:
a. Click the Definition tab and configure the fields and lists to edit the filter
statements.
b. Click the Access tab, and select an access option.
c. Click OK.
Tips
You can not edit Standard Filters.
To add more filter statements to the Definition tab, click . To remove a filter, click .
To nest a criteria statement inside another, click . You can add up to ten levels of
nesting.

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You can also click the View menu and select Filters from the Filters submenu to open
the Customize Filters dialog box. You can configure filters from this dialog box.
Configuring EPS View Gantt Chart Bars
Configure the bar settings for the Gantt chart view on the EPS page. You can specify
options for up to three bars per project.
To configure project view bars:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Click the EPS View list and select a view.
b. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box, click the Bars tab.
5) On the Bars tab:
a. Click the Bar Type list and choose one of the available bar types.
Note: You can configure up to three bars. Set at least one bar to
Current Bar.
b. In the Height field, select the height in pixels of each bar.
c. In the Color options, choose to display the bar with a selected color or to set an
activity code for the bar.
Note: Your administrator sets color definitions of activity codes.
d. Select the Show Necking option to apply bar necking to each of the three bars.
Bar necking refers to indentations of bars in the Gantt chart during periods of
nonwork time.
e. For the Current Bar, click Options.
f. In the Current Bar Options dialog box:
1. Select the Show Progress option to chart progress, or actual work, along the
Current Bar.
2. In the Name list, select a bar label.
3. In the Position list, select the location on the bar to position its label.
Note: When you display many bars at once, for greater ease in
reading the bar labels and identifying a specific bar, you might find
it helpful to vary the position of the label on each bar.
4. In the Font field, click and select options for the font type, size, and color of
the bar label.
5. Click OK.

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g. Click OK.
Tips
You can also customize activity view bars from the View menu. On the View menu,
click Gantt Chart Options, then click the Bars tab.
Configuring EPS View Gantt Chart
Configure Gantt chart options to determine how the chart will display.
To configure project view Gantt chart:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Click the EPS View list and select a project view.
b. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box, click the Gantt Chart tab.
5) On the Gantt Chart tab, configure the Gantt chart options in each section and click
OK.
Tips
You can also configure the Gantt chart from the View menu. Click Gantt Chart Options
on the View menu and click the Gantt Chart tab.
Configuring EPS View Access
Configure EPS view access to define who can see a view.
To configure project view access:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Click the EPS View list and select a project view.
b. Click the View menu and select Customize View.
4) In the Customize EPS View dialog box, click the Access tab.
5) On the Access tab, select one of the access options and click OK.
Tips
Unless you specify otherwise, Current User is the default access.
About Columns (Fields)
Fields hold data. They generally either allow you to enter values or just display the field's
current value (called a read-only field).

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Pages with tables often permit you to configure the fields that make up the columns of
the table.
About Grouping and Sorting
To simplify the display of complex tables of data, you can group rows of similar data and
sort the grouped bands as well as the data under them. Grouping helps you block
distracting data and focus only on the information you need. It also permits you to
collapse and expand hierarchical arrangements of your data rather than navigate large
flat lists.
About Filters
As you work with increasing amounts of data over time, you will recognize a need to limit
your focus to only the data most relevant to your particular task or need. A filter is a
predefined constraint you place on data so that data that does not meet your filter
criteria is hidden and only the data you need are shown.
About Funding Sources
Funding sources are the agencies, businesses, or groups that provide funding for a
project.
You can maintain a hierarchical list of funding sources as part of your enterprise project
data and then assign specific funding sources to a project or EPS elements as they
develop. You can assign the same funding source multiple times with varying amounts
and share contributions for different levels of the EPS. The amount contributed by a
specific funding source is called the fund share value.
Working with Funding Sources
If your projects use funding sources to support budgets, set up your enterprise project
funding source data, and then assign specific funding sources to budget items as you
develop projects. When estimates are firmly established, managers and team leaders
can set budget amounts and spending plans at the WBS or project levels for which they
are responsible. Resources and budgets can then be allocated at the activity level.

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You can define funding sources on the Funding Sources page along with other enterprise
project data. You can then assign funding sources to projects on the EPS page. Be aware
that funds are not totaled by EPS level; you edit them per project or EPS level to allow for
manual top-down assessments and individual planning. For example, you would not
want to be restricted from funding an important project just because a limited level of
funding was planned for its parent EPS element.
Table of Enterprise Data Funding Sources
Item Description
Funding Sources: You will use the Funding Sources page to view, add,
and edit funding sources.
Funding Sources fields: You can customize the funding source's name
and its description by double-clicking in the Funding Source or
Description field.

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Item Description
Description detail window: The Description detail window allows you to
write a description of the funding source. You can type any additional
information about the funding source and you can use HTML editing
features, including formatting text, inserting pictures, copying and
pasting information from other document files, and adding hyperlinks.
Funding Sources Hierarchy: If funding sources are affiliated with a
particular group, you can group funding sources with that group. You
can use the Move Up (Ctrl+U) , Move Down (Ctrl+D), Move Left
(Ctrl+Alt+Left), Move Right (Ctrl+Alt+Right) to move a funding source
below or above the other funding sources. The move left and move right
arrows can make the funding source a child or parent to other funding
sources.
Table of Funding Source Assignments
Item Description
EPS Page: Use the EPS page to assign funding sources and edit funding
source information for a project or entire EPS element.

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Item Description
Funding detail window: Click the Funding detail window to add funding
sources. You can then edit the Amount and Fund Share fields, or you can
remove the funding source from the project. Clicking remove will just
remove the funding source from the project; it will still be available to
assign to other projects. The total of all the funding source rows appears
in the Activity Table in the Total Funding column.
Select Funding Source dialog box: You can assign the same funding
source multiple times with varying amounts and fund share percentages
for different levels of the EPS.
Assigning Project Funding Sources
Configure funding sources to update the amount and fund share of a funding source in
a project budget.
To assign a funding source:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select a project or EPS to which you want to assign a funding source
and click the Funding detail window.
4) In the Funding detail window, click Add (Insert).
5) In the Select Funding Source dialog box, select a funding source and click OK.
6) On the EPS page, click the Actions menu and select Save (Ctrl+S).
About Gantt Charts
A Gantt chart is a graphical representation of the duration and sequence of activities or
projects. It is useful for planning, scheduling, and monitoring progress against a timeline.
Configuring Gantt Charts
Configure the Gantt chart to adjust activity beginning and finishing dates as well as
constraints.
To configure the Gantt chart:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page, click the View menu and select Gantt Chart.
4) On the Gantt chart:
a. To resize bars, select a bar and click and drag the beginning or end of it to a new
date. (Only applicable on the Activities page.)
b. To focus the Gantt chart on a specific time interval, double-click a year, quarter,
month, week, or day on the timescale. The Gantt chart timescale will expand or
shrink to show the entire time interval.
c. To expand a specific area of the Gantt chart, click the timescale at the top of the
Gantt chart once (the pointer will become a double-headed arrow), move the
pointer to select the portion of the timescale you want to expand, and click again.
You can perform this step several times.
d. To apply a Start On or After Activity Constraint, click the middle of a bar and drag it
along the timescale. (Only applicable on the Activities page.)
5) On the Activities or EPS page, click the View menu and select Save (Ctrl+S).
Tips
To back out of a zoom, double-click the top bar of the timescale.
After resizing or moving a Gantt bar, when you save your changes, the activity
remaining duration is recalculated based on the new dates and the activity's
calendar. Because the calendar for the activity is applied when you save, a date you
specified for an activity might change slightly if it occurs during calendar
nonworktime. Also, if you move, but do not resize, a Gantt bar, the duration might
shorten or lengthen based on the activity calendar's nonworktime.
If you select the option Do not show this again in the Activity Constraint dialog box, it
will not reappear until the next time you log in.
You can create or configure activity relationships directly in the Gantt chart.
About Bars
Bars are used in different views to graphically represent the project timeline. They can
symbolize milestones, activities, assignments, or projects. Bar type options vary
depending on your current view.
Activities View
Current Bar: Spans the early remaining/actual start to the early remaining/actual finish
for each activity, and indicates how the schedule is progressing according to the
original plan.
Float Bar: Shows the total amount of time that an activity can be delayed without
delaying completion of a project.

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Free Float Bar: Shows the amount of time that an activity can be delayed without
causing subsequent activities to be delayed.
Late Bar: Shows the late start to the late finish of an activity.
Percent Complete Bar: Shows the completion percentage of an activity.
Plan Bar: Shows the forecasted status of planned activities, and is used for simulating
the outcome of the project schedule as part of project planning.
Project Baseline Bar: Shows the project baseline start and finish dates of an activity,
and indicates how the schedule is progressing according to the original plan.
User's Primary Baseline Bar: Shows the primary baseline start and finish dates of an
activity, and indicates how the schedule is progressing according to the original plan.
UDF Bar: Shows the amount of time spanning the selected Activity UDF start date and
the Activity UDF finish date. UDF bars can be used to show a risk adjusted schedule
using dates imported from Oracle Primavera Risk Analysis.
Assignments View
Current Bar: Spans the early remaining/actual start to the early remaining/actual finish
for each activity, and indicates how the schedule is progressing according to the
original plan.
Late Bar: Shows the late start to the late finish of an activity.
Plan Bar: Shows the forecasted status of planned activities, and is used for simulating
the outcome of the project schedule as part of project planning.
EPS View
Current Bar: Spans the early remaining/actual start to the early remaining/actual finish
for each activity, and indicates how the schedule is progressing according to the
original plan.
Project Baseline Bar: Shows the project baseline start and finish dates of an activity,
and indicates how the schedule is progressing according to the original plan.
Forecast bar: Shows the forecast start to the forecast finish dates, and indicates how
the schedule is progressing according to the original forecast dates.
About Project Codes
Project codes help you track different projects based on characteristics they share. You
can use project codes to arrange projects hierarchically when your EPS contains many
projects within many levels. If you have many projects in the hierarchy, project codes
help you group and filter potentially vast amounts of information spanning different areas
of the organization. The application supports an almost unlimited number of hierarchical
project codes and values; you can establish as many as you need to meet the filtering,
sorting, and reporting requirements of your organization.

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Assigning Project Codes
Assign project codes to categorize projects.
To assign a project code:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select a project and click the Codes detail window.
4) In the Codes detail window, click Assigning Project Codes (Insert).
5) In the Select Project Codes dialog box, assign codes and click Close.
6) On the EPS page, click the Actions menu and click Save (Ctrl+S).
About P6 Progress Reporter
The P6 Progress Reporter module is a Web-based project communication and
timekeeping system. As a team-level tool for project participants, it helps project
participants focus on the work at hand with a simple cross-project to-do list of their
upcoming assignments. Project team members can record time worked and enter
information about their project assignments. Regardless of location, team members can
communicate timesheet and activity status directly to their managers.
Because all project participants can use P6 Progress Reporter to enter up-to-the-minute
information about their assignments and to record the time they spent working on each
one, project managers can make crucial project decisions with the confidence that only
comes from having the most current information possible. Timesheet review and
approval takes place directly from within P6.
In P6 Progress Reporter, actual hours are not applied directly to the schedule. Instead,
the time is submitted and may undergo multiple levels of approval or rejection before
being incorporated into the project schedule using the P6 Apply Actuals feature.
Note: Decide to use one of the following supported platforms for
progressing tasks:
 P6 with optional support for updates using the P6 Team Member
applications
 P6 Progress Reporter

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Caution: If users need to use timesheets, they should use only P6
Progress Reporter and avoid using P6 Team Member applications
to update their status.
About Contract Management
Oracle Primavera Contract Management is a multi-user, multi-project database that
manages all aspects of contract control including changes and submittals. It can be
used in conjunction with P6 EPPM.
Essential features include:
Provides information to keep contracts on-time and within budget
Enables you to cross-reference and link documents for quick, easy retrieval
Maintains historical data that can be used for the life of the project and referenced in
future projects
Aids in resolving disputes or claims
Linking P6/P6 Professional and Contract Management Applications
Perform the steps below to link P6 and P6 Professional to Contract Management. This link
at the application level allows you to establish links at the project level. When the
applications and projects are linked, P6/P6 Professional users can directly navigate to, or
directly show data from, the Contract Management application.
To link P6/P6 Professional to Contract Management:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click the General tab.
3) On the General tab:
a. Enter a URL in the Contract Management URL field of the Contract Management
section.
b. Click Save and Close.
About Notebooks
A notebook is another name for a log or binder of electronic details about an activity,
WBS, project, or EPS element. All the notes users enter or paste into the notebook,
including e-mail messages, web links, tables, and other entries, share a single common
theme called a notebook topic. See About Notebook Topics (on page 249).

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About Notebook Topics
Notebook topics help multiple users apply a common theme or label to shared
information about an activity, WBS, project, or EPS element such as its purpose,
completion instructions, or other helpful notes. For example, you might copy an e-mail
message, a web link, a table of observations, and a series of text notes into a notebook
topic called Budget Recommendations to capture the ongoing cost impacts of a
recurring project.
Working with Notebooks
Notebook topics are created by the administrator on the Enterprise Data page of the
Administer menu. These topics are then assigned to activity, WBS, project, or EPS node
notebooks.
Assigning Notebook Topics
Depending on the page you are working on, you can assign notebook topics to a
selected project or activity.
To assign a notebook topic to a project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select a project or EPS node and click the Notebooks detail
window.
4) In the Notebooks detail window, click Assign (Insert).
5) In the Select Notebook Topic dialog box, select a notebook topic, click Assign, then
Close.
6) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also create notebook topic descriptions. In the Notebooks detail window,
double-click the Description field and click (browse). Enter a description in the
dialog box.
You can also assign notebook topics to activities from the Notebooks detail window
of the Activities page or the Activity Details page of the Open Requests for Resources
portlet of the Dashboards page.

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Activities
About Activities
Also known as tasks, events, or work packages, activities are the lowest level
manageable work elements in a project or WBS. Activities typically have expected
durations, costs, and resource or role requirements. Milestone activities, however, have
no duration or cost. Collectively, all activities form the foundation of the entire project,
driving resource assignments, relationships, constraints, expenses, and durations.
Activities are sometimes further divided into any number of discrete steps.
Working with Activities
Although you might view activities any number of ways in P6, including on dashboards,
workspaces, reports, and the Resource Assignments page, the most common and direct
way to work with project activities is on the Activities page and, specifically, in the
Activity Table.
The Activity Table
Item Description
Open Projects: Open the projects you want to work with using the Open
Projects menu item. Then click Activities in the navigation bar. The
Activities page shows which projects are currently open.

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Item Description
Activity View: Next, select an activity view that already includes the
Activity Table or click Table. The view should be sorted hierarchically
by WBS in order to optimize your ability to manage WBS elements and
activities within them. When working with activities, always make sure you
have set the column, group, sort, and filter view options that help you
focus on only the data that matches your needs. Use the View menu to
customize the view.
Menus and Toolbars: The menus and customizable toolbars on the
Activities page provide you with convenient access to the commands of
most importance to your work.
Activity Table: You can select activities and update them within the table
itself or on the detail windows. In the table, you can modify, Cut, Copy,
Paste, and Fill Down values. When multiple projects are open, you can
copy and paste activities between projects just as you would within a
single project. When you copy an activity, all attributes are copied along
with it except for Issues, Assignment UDF values, Expense UDF values, Step
UDF values, and Risk Assignments. All attributes are retained when you
cut and paste an activity.
Activity Gantt: Refer to the optional Gantt chart to supplement your work
in the table with a visual representation of the schedule.
Assignments detail window: Update resource and role assignments in this
detail window. The first resource also appears in the Primary Resource
column in the table. In this example, the Assignments detail window is
floatable, meaning it can freely be moved within the screen.
Steps detail window: Break the activity down into smaller units called
steps. The progress of steps can also be measured. The user in this
example has elected to dock the Steps detail window above the other
windows but below the Activity Table.
General detail window: Record basic details about the activity in this
detail window. You can show or hide the series of detail windows that
appears for each activity and WBS.
Note: Using P6 Administrator application, your administrator can set
a default value for the maximum number of activities that appear
on the Activities page.
Creating Activities
Create activities to define a more detailed breakdown of projects or WBSs.
To create activities:

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1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select a project, WBS, or activity; the new activity will be added beneath your
selection.
b. Click the Actions menu and select Add Add Activity.
c. Enter a name in the WBS/Activity field.
d. Click the Actions menu and select Save (Ctrl+S).
Tips
Right-click a project, WBS, or activity and select Add Activity to quickly add an
activity.
The application automatically names new activities New Activity.
To create an activity from an existing activity, right-click on an activity and select
Copy. Paste the activity to the correct location. When you copy an activity, the
following data items are not copied:
 Issues
 Assignment UDF values
 Expense UDF values
 Step UDF values
 Activity Feedback
 Risk Assignments
 Status Update History (for Team Member applications)
If you copy a WBS that includes activities, then Issues, Assignment UDF values, Expense
UDF values, Step UDF values, and Risk Assignments are copied for each activity.
The default limit allows you to create up to 5000 activities per activity view.
Configuring General Activity Information
You can configure some of the general information for activities, including Activity Type,
Duration Type, and activity constraints.
To configure general activity information:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.

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 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the General detail window.
4) In the General detail window, configure the Details, Durations, Units and Costs, Status,
and Constraints sections to represent the information you want to display for that
activity.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Assigning Locations to Activities
Assign locations to activities so that you can report on activities by location in P6
Analytics.
To assign a location:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the General detail window.
4) In the General detail window, click in the Location field.
Note: Alternatively, you can assign locations in the Location
column.
5) In the Select Location dialog box, select the appropriate location and click Assign.
6) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
You must create locations before you can assign them.
You can add a new location quickly by clicking the Add Location button at the
bottom left of the dialog box. The new location will be added instantly to the
dictionary and you can add it to Activities, Resources and Projects.
You must have the Add/Edit Activities Except Relationships project privilege to assign
locations to activities.

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Recalculating Assignment Costs
Recalculate assignment costs to update price per time values on activities. This ensures
that project costs reflect any updates.
To recalculate assignment costs:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select an activity.
b. Click the Actions menu and select Run Recalculate Assignment Costs.
4) In the Recalculate Assignment Costs dialog box:
a. (Optional) Select the Synchronize Overtime Factor option to synchronize the
overtime factor defined for each resource when recalculating costs.
b. Click Recalculate.
Tips
When activity dates change, run Recalculate Assignment Costs to update resource
costs based on the new dates.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.
Sending Project Data to an ERP System
If P6 is configured to function with an Oracle Enterprise Resource Planning (ERP)
application, such as JD Edwards EnterpriseOne, and your administrator has granted you
appropriate security privileges, you can send project cost data for an approved and
baselined project to the configured ERP application for integration. The data from your
projects then becomes available within your ERP applications for assignment and
tracking.
To send project data to ERP:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.

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 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Import/Export
Send to ERP.
Note: Any pending changes are automatically saved.
4) In the Send Projects to ERP dialog box:
a. Select the projects you want to send to ERP.
b. Select or clear the options.
c. Click Send.
Customizing Detail Windows
You can customize which detail windows appear on the EPS or Activities pages.
To customize detail windows:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Select a view from the Activity View or EPS View list.
b. Click the View menu and select Customize Detail Windows.
4) In the Customize Detail Windows dialog box:
a. In the Area section, select one of the options to determine which listing of detail
windows is available for you to customize.
b. In the Detail Window section, select or clear the options beside detail windows to
add or remove them from the page.
c. Click Save.
Tips
Select or clear the option beside the Detail Window title to add all or remove all the
detail windows.

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Right-click a detail window tab or titlebar to customize detail windows. Click
Customize on the menu to open the Customize Detail Windows dialog box, or click a
detail window name to add or remove it from the page.
Click and drag detail windows to change their order. Otherwise, the detail windows
appear in the same order that they appear in the Customize Detail Windows dialog
box.
Click Float on the detail window to separate it from any others in the series. You
can then freely move this detail window to change its position or re-dock it.
When you navigate to a new page, you can save or cancel the view changes you
made to the detail windows. These changes will only be saved for the view selected
in the Activity or EPS View list.
About Activity Types
One of many attributes for an activity, the Activity Type determines how the activity is
scheduled according to various scheduling scenarios:
Task Dependent: This type of activity indicates that assigned resources should be
scheduled based on the activity's calendar, rather than the calendars of the
resources.
Resource Dependent: This type of activity indicates that resources should be
scheduled based on their assigned calendars. Use this type when the activity
duration may be affected by resource availability.
Level of Effort: This type of activity indicates that it is ongoing with a duration
determined by its dependent activities. The duration is calculated based on the
schedule dates of its predecessors and successors. Administrative activities are
typically designated as Level of Effort.
Start Milestone: This type of activity indicates the beginning of a major project phase.
Activities of this type have a duration of zero (0) with no resource assignments.
Finish Milestone: This type of activity indicates the end of a major project phase.
Activities of this type have a duration of zero (0) with no resource assignments.
About WBS Summary Activities
A WBS summary activity type represents a group of activities that share a common work
breakdown structure (WBS) level. The summary-level WBS activity enables the rollup of
dates for the activity group. Rollup values for a WBS summary activity are calculated
when the project is scheduled. The duration of a WBS summary activity extends from the
start of the earliest activity in a group to the finish of the latest activity.
The WBS summary activity type combines the summary capabilities of the WBS structure
with task-level attributes such as relationships, resource assignments, and notebooks. Use
this activity type to roll up dates, duration, and percent complete values for a group of
activities that share a common WBS code.

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The WBS code of a WBS summary activity determines which activities comprise the
group. For example, a WBS summary activity assigned to WBS code A, would roll up
values for all activities under any subordinate WBS that relates to code A: A.1, A.1.1, A.2,
A.2.1, and so on. If the WBS summary activity in this case were assigned to WBS code A.1,
it would roll up values for activities under WBS A.1 and A.1.1, but not for those activities
under A.2 or A.2.1.
About Suspending and Resuming Activities
When updating progress for a project, you might need to record that the work on a
particular activity has been suspended or resumed after a period of inactivity. For
example, an activity might be suspended or resumed due to a plant shutdown. To
record this, you must enter suspend and resume dates. The suspend date is the date on
which an activity's progress has, or is planned to be, stopped. The resume date is the
date progress on an activity begins again. When you indicate a suspend or resume date,
work for the activity is considered to be suspended or resumed at the beginning of the
specified day.
About the Activity Table
The Activity Table presents all WBS and activity information for the currently open projects
in a familiar table format. You can customize Activity Table columns, filters, grouping,
sorting, fonts, and colors.
For example, you might change the information displayed in columns to show
scheduling data, resource and cost data, user-defined fields, or any data items you
select, including calculated data. You can also format specific information to call
attention to it by using the filter, group and sort, and other table display features.
Use the Activity Table to:
Create a list of activities and activity information quickly when you don't need to see
the information graphically over time as in a Gantt chart.
Group activities that share a common attribute into hierarchies. For example, focus
on activities by resource, responsibility, or date. Once you organize activities into
groups, you can summarize or "roll up" project data to simplify their presentation.
Sort activities to arrange them in an order you specify. For example, to view activities
chronologically, you might sort them by a date field.
About Activity Networks
An Activity Network is a graphical display of activities and their logical relationships
according to the WBS. You can use an Activity Network to view activity relationship paths
and the flow of work through a project. Activity Networks also allow you to examine and
edit an activity and its predecessors and successors.

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Working with the Activity Network
In addition to the Activity Table format, you can also view activities in an Activity
Network. You can include your choice of WBS and activity detail windows in this
alternate viewing format.
The Activity Network maps the WBS elements and activities in your project into a series of
interconnected boxes. Arrows between boxes represent the relationships between
activities. The standard color-coded activity status icons also appear in this viewing
format: black diamonds represent milestones, and other status icons reveal when an
activity is not yet started, in progress, completed, or critical. Activity boxes
outlined in red represent critical activities while activity boxes outlined in blue are not.
Activity Network
Item Description
Activity View: Select an activity view that already includes the Activity
Network or click Activity Network.

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Item Description
Activity Network: The arrow from a predecessor activity points to its
successor. Solid lines represent driving relationships, which indicate when
a predecessor activity influences the start date of its successor. The
predecessor drives the start date of the successor activity by causing it to
start earlier or later than the scheduled date depending on the finish
date of the predecessor. Dashed lines represent non-driving relationships,
which include all predecessor and successor activity relationships:
Start-to-Start, Finish-to-Start, Start-to-Finish, and Finish-to-Finish. You can
show only driving relationships or show all relationships.
Customize Activity Network: You can customize the content and
arrangement of the boxes that represent your activities in the network. If
you select the Show progress option on the Customize Activity Network
dialog box or on the Activity Network tab of the Customize Activity View
dialog box, you can view activity progress in the Activity Network.
Completed activities are marked with an X across the activity box.
Activities in progress are marked with a slash () across the activity box.
Detail Windows: The same WBS and Activity detail windows are available
with any activity viewing format. In this example, the user has elected to
show the Risks detail window. When you select an Activity Network box,
the selected box displays a light blue background while the boxes that
are not selected display a gray background.
Note: P6 identifies relationships as driving when all of the following
are true: 1) the successor activity has Free Float less than or equal
to zero; 2) the activity does not have a Start On or Finish On
constraint; and, 3) the activity does not have an Actual Finish date.
About Calendar View
The Calendar View displays activities in a monthly calendar format. Bars on the calendar
represent each activity and its duration.

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Working with the Activity Calendar
In addition to the Activity Table format, you can also view activities in a calendar format,
including a Day View detail window. You can also include your choice of WBS and
activity detail windows in this alternate viewing format.
The Activity Calendar Viewing Format
Item Description
Activity View: Select an activity view that already includes the Calendar
or click Calendar View.
Calendar Work Area: View project activities in the calendar by month.
Use the controls at the top to view the next or previous month. In
Calendar View, activity bars display in the color specified within the First
Bar section of the Bars tab in the Customize Activity Views dialog box, or
as the color assigned to an activity code value. Critical activities display
as red bars. Milestones display as black diamonds.
Day View Detail Window: Double-click an activity in the Calendar View to
see the activities assigned to an individual day. When more activities are
scheduled on a day than can be displayed in a day of Calendar View,
an ellipsis is displayed within the day.

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Item Description
Detail Windows: The same WBS and activity detail windows are available
with any activity viewing format. In this example, the user has elected to
show the Trace Logic detail window below the Calendar View.
About Activity Views
An activity view is the visual layout of project information. For each view, you can
customize data and content-specific choices such as grouping, column selection, and
visual display options. Selecting the best view for your needs can facilitate the process of
recording project data. For example, to quickly record a range of details for new
activities, you might select a table view which maximizes the number of data columns
available. Or, to automatically apply a particular attribute, such as WBS or activity code,
to newly added activities, you could select a view which groups activities based on that
attribute.
Working with Activity Views
Configure the Activities page and the Customize Activity View dialog box to customize
the views that display the project and activity data you require in a format that meets
your needs. You can save these settings with the view. Save the changes if you want
them to appear the next time you work with the view. Do not save the changes if you
only want your alterations to last for the session.
The view list on the Activities toolbar provides quick and easy access to all activity views
that are available to you. While working with activities, choosing the best view for your
needs can facilitate the process of recording project data.
You can configure the content and organization of any activity view you create. For
activity views you can access but did not create, you can review activity view settings,
but you cannot make changes.
Note: On the Activities page, to quickly rearrange the columns
currently displayed in a view, drag and drop them.
Your ability to perform certain actions in a view depends on the view's access class, your
role as either creator or user of the view, and your security profile. For example, if a
multi-user or global view includes cost data elements and the current user does not have
rights to view costs, the data is dashed out so it is not visible to the user.

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You can group all activities that contain the same value for a specific data field. For
example, if you choose to group by Project then by Primary Resource, the Activities
page groups activities in project groupings. Then, within each project group, activities
are further categorized according to primary resource. Finally, within each primary
resource group, activities are sorted based upon the sort field and sort order you specify,
for example Start Date.
In the Gantt chart, when you group activities, a summary bar appears for each group.
You can expand and collapse the group as needed to focus only on the project
Summary Schedule or on the Detailed Schedule. In the table, when you group activities,
each grouping level is identified and separated by a colored band or background.
You can elect to show rollups, or summary totals, for each group.
Creating Activity or EPS Views
Create views to determine how information is visually displayed. These steps represent
the minimum required to create an activity or EPS view.
To create an activity or project view:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Select a view similar to the view you want to create from the Activity or EPS View
list.
b. Click View and select Save View As.
4) In the Save View As dialog box, type a name in the Please specify the view name
field and click OK.
5) On the Activities or EPS page:
a. Configure the new view to have the properties you want.
b. Click the Actions menu and select Save (Ctrl+S) when you are finished.
Tips
The application will add your new view to the Users section of the Activity or EPS View list.
Configuring Activity Views
Configure activity views to define how you see activity data. Activity views affect the
filters, grouping, and columns that are applied to the Activities page. Detail window
visibility is also affected by the selected activity view.

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To configure activity views:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view.
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box:
a. Configure the Columns tab.
b. Configure the Grouping tab.
c. Configure the Filters tab.
d. Configure the Bars tab.
e. Configure the Gantt Chart tab.
f. Configure the Activity Network tab.
g. Configure the Access tab.
h. Click OK.
Tips
You can modify any view you create. You can only modify multi-user and global
activity views if you have the appropriate security privileges.
Many of these configurations, configuring columns and filters for example, do not
require you to open the Customize Activity View dialog box. If the necessary icons
are available on your toolbar, you can use them to configure the activity view.
Configuring Activity View Columns
Configure activity view columns to specify which columns are visible in the Gantt chart or
table.
To configure columns:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.

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3) On the Activities page:
a. Click the Activity View list and select an activity view to configure.
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box, click the Columns tab.
5) On the Columns tab:
a. In the Select the columns to display section, customize the Selected Columns list
using values from the Available Columns list.
b. In the Column Options section, select an option from each list.
c. Click OK.
Tips
You can display a maximum of 30 columns.
Click Font Picker and select a font and size from the dialog box to change the font for
a column.
You can customize activity view columns from the View menu. Click the View menu
and select Columns.
Configuring Activity View Grouping
Configure grouping options to define how fields are grouped on the Activities page.
To configure activity view grouping:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view to configure.
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box:
a. Click the Grouping tab and configure the grouping options in each section.
b. Click OK.
Tips
When activities are grouped, the Gantt chart on the Activities page displays a
summary bar for each group. The summary bar represents the time period from the
earliest Early Start to the latest Early Finish for the group.

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Use the To Level list to select the number of hierarchy levels when grouping by a
hierarchical field. When grouping by dates, use the To Level list to select a time
interval.
The band color you select will display in the table and the Activity Network.
You can also access activity view grouping from the View menu. Click the View
menu, then select Group.
Grouping bands are displayed by default when you group by a project code or EPS
even if the bands are empty. Select the Hide if empty option in the Customize View or
Customize Groupings dialog boxes to remove these bands from view.
Empty bands are hidden, even if the Hide if empty option is not selected, when the
view is grouped by multiple data items and one of the data items is hierarchical.
Configuring Activity View Filters
You can modify or create filters. These filters can then be applied to several different
activity views.
To configure activity view filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view to configure.
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box, click the Filters tab.
5) On the Filters tab:
a. You can modify a filter.
b. You can create a filter.
c. You can apply filters.
d. Click OK when finished.
Tips
The My Activities filter displays all project activities you are either assigned to as a
resource or designated as the activity owner.
For the Activities occurring within (blank) days or Activities finishing within (blank)
days filters, specify a number of days.
You can also customize activity view filters from the View menu. Click the View menu
and select Filters from the Filters submenu.

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Applying Filters
Apply filters to a project to specify the data you want to display. You can add
user-created filters or select from the list of standard filters.
To apply filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Click the Activity View or EPS View list and select a view to which you will add the
filters.
b. Click the View menu and select Customize View.
4) In the Customize Activity View or Customize EPS View dialog box, click the Filters tab.
5) On the Filters tab:
a. Select an option from the Show matches for list.
b. In the Apply to View column, select the option for each filter you want to apply.
c. Click OK.
Tips
If you have Team Member module access, either assigned as a resource or activity
owner, applying the My Activities filter will have no affect on the activity list display
because your access is already restricted to your assigned and owner activities.
You can also click the View menu and select Filters from the Filters submenu to open
the Customize Filters dialog box. You can apply filters from this dialog box.
If you want to save the application of these filters to the view, click Yes in the
Primavera P6 dialog box which opens when you navigate away from the page.
Creating Filters
Create filters to narrow activity or project information to a specific data group.
To create filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.

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3) On the Activities or EPS page:
a. Click the Activity or EPS View list and select a view to which you will add the filters.
b. Click the View menu and select Customize View.
4) In the Customize Activity View or Customize EPS View dialog box, click the Filters tab.
5) On the Filters tab, click Add Filter.
6) In the Create Filter dialog box:
a. Click the Definition tab and configure the fields and lists for one or more filter
statements.
Note: In addition to standard filtering options, the is under option is
provided to enable you to include hierarchical elements, including
nodes, when filtering in the EPS, Activities, or Resources Assignments
view.
b. Click the Access tab and define user access.
c. Click OK.
Tips
To add more criteria statements, click . To remove a criteria statements, click . To
nest a criteria statement inside another, click .
You can also click the View menu and select Filters from the Filters submenu to open
the Customize Filters dialog box. From this dialog box, you can create filters.
Configuring Filters
You can configure the detailed statements of a filter and who can use it.
To configure filters:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page:
a. Click the Activity or EPS View list and select a view to which you will add the filters.
b. Click the View menu and select Customize View.
4) In the Customize Activity View or Customize EPS View dialog box, select a filter and
click Modify Filter.
5) In the Modify Filter dialog box:
a. Click the Definition tab and configure the fields and lists to edit the filter
statements.

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b. Click the Access tab, and select an access option.
c. Click OK.
Tips
You can not edit Standard Filters.
To add more filter statements to the Definition tab, click . To remove a filter, click .
To nest a criteria statement inside another, click . You can add up to ten levels of
nesting.
You can also click the View menu and select Filters from the Filters submenu to open
the Customize Filters dialog box. You can configure filters from this dialog box.
Configuring Activity View Gantt Chart Bars
Configure the bar settings for the Gantt chart view on the Activities page. You can set
features for up to three bars per activity.
To configure activity view bars:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view to configure.
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box, click the Bars tab.
5) On the Bars tab:
a. Click the Bar Type list and choose one of the available bar types.
Note: You can configure up to three bars. Set at least one bar to
Current Bar.
b. In the Height field, select the height in pixels of each bar.
c. In the Color options, choose to display the bar with a selected color or to set an
activity code for the bar.
Note: Your administrator sets color definitions of activity codes.
d. Select the Show Necking option to apply bar necking to each of the three bars.
Bar necking refers to indentations of bars in the Gantt chart during periods of
nonwork time.
e. If configuring options for the Current Bar, click Options.

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f. In the Current Bar Options dialog box:
1. Select the Show Progress option to chart progress, or actual work, along the
Current Bar.
2. Select the Show Critical option to represent critical activities with a red bar
instead of the color selected for the Current Bar.
3. In the Name list, select a bar label.
4. In the Position list, select the location on the bar to position its label.
Note: When you display many bars at once, for greater ease in
reading the bar labels and identifying a specific bar, you might find
it helpful to vary the position of the label on each bar.
5. In the Font field, click and select options for the font type, size, and color of
the bar label.
6. Click OK.
g. On the Bars tab, if you selected Show Necking, in the Necking section, choose the
options for displaying non-work time.
h. Click OK.
Tips
A Late Bar does not display if the project has not been scheduled.
The Progress Bar is blue.
You can also customize activity view bars from the View menu. On the View menu,
click Gantt Chart Options, then click the Bars tab.
Configuring Activity View Gantt Chart
Configure Gantt chart options to determine how the chart will display.
To configure Gantt chart options:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view to configure
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box:
a. Click the Gantt Chart tab and configure the Gantt chart options in each section.
b. Click OK.

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Tips
Bar necking extends down to the day.
You can also select Gantt Chart Options on the View menu and click the Gantt Chart
tab in the Customize Gantt Chart Options dialog box to configure Gantt charts.
Configuring Activity Network
Configure an Activity Network to determine how the network displays in the activity view.
To configure an Activity Network:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view to configure.
b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box, click the Activity Network tab.
5) On the Activity Network tab, configure the options, fields, and level and click OK.
Tips
Select the Split Row option in the Activity Box section to divide a row into two fields.
The Second Field list for that row is disabled until the Split Row option is selected.
You can also customize Activity Network options from the View menu. In the Activity
Network view, select Activity Network Options on the View menu.
Configuring Activity View Access
Configure activity view access to define which users will have access to a particular
view.
To configure access:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view to configure.

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b. Click the View menu and select Customize View.
4) In the Customize Activity View dialog box, click the Access tab.
5) On the Access tab, select one of the access options and click OK.
Tips
Unless you specify otherwise, Current User is the default access.
If you select List of Users, search for the user, or select users from the Available Users
list.
Sending Activity Views by E-Mail
You can send e-mail with a link to a specific activity view to distribute details about
activities or projects to other P6 users.
To send an activity view by e-mail:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the View menu and select E-mail View.
4) In the E-mail View dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in your user account to send an e-mail.
About Columns (Fields)
Fields hold data. They generally either allow you to enter values or just display the field's
current value (called a read-only field).
Pages with tables often permit you to configure the fields that make up the columns of
the table.

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About Filters
A filter is a set of instructions that determines which data display in the current window.
You can create filters or use the predefined filters available in the application. There are
three types of filters: user-defined, global, or standard. User-defined filters can be
created for multiple users or only the creator of the filter. Global filters are available to all
users for all projects. Standard filters are also available to all users for all projects;
however, users cannot modify standard filters. You can apply a combination of filters to
narrow the data selection even further.
About Grouping and Sorting
To simplify the display of complex tables of data, you can group rows of similar data and
sort the grouped bands as well as the data under them. Grouping helps you block
distracting data and focus only on the information you need. It also permits you to
collapse and expand hierarchical arrangements of your data rather than navigate large
flat lists.
About Activity Codes
Activity codes enable you to categorize activities into logical groups based on your
organization's criteria. An activity code can be one of three types: Global, EPS, or
Project. Global activity codes organize activities across all projects in an organization.
EPS activity codes organize activities within a specific branch or node of the enterprise
project structure (EPS). Project activity codes categorize activities based on specific
features within a project.
Activity codes represent broad categories of information, a department or project
manager for instance. You can create multiple activity codes according to specific
categories, then assign different values for each code. For example, assume your
organization has many departments and you want to review activities within each
department. You can first create an activity code "department," then assign different
values such as quality assurance, finance, and sales. You can then associate activities
with specific departments.
A key characteristic of an activity code as opposed to an activity user defined field is
that activity codes will only allow entries from a predefined list of values. After you create
activity codes, users can assign activity code values to activities to group, sort, and filter
project data based on these values.
Creating Activity Code Values for Activities
You can quickly create activity code values in the Activity Codes detail window of the
Activities page.
To create activity code values in the Activity Codes detail window:
1) Open one or more projects in the Projects section using one of the following methods:

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 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Codes detail window.
4) In the Codes detail window, click Assign (Insert).
5) In the Select Code Value dialog box:
a. Select the Global, EPS, or Project option for a list of activity codes.
b. Select an activity code to which you will add the value.
c. Click Add Code Value.
6) In the Add Activity Code Value dialog box, enter a value in each field and click
Create.
7) In the Select Code Value dialog box:
 Assign the value to the selected activity and click Close.
Or
 Click Close.
8) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
In the Code Value field, you must enter a value that is unique across the project.
You can also create activity code values from the Enterprise Project Data dialog box
or the Administer menu.
Assigning Activity Code Values to Activities
Assign activity code values to selected activities to group and filter data.
To assign activity code values:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Codes detail window.
4) In the Codes detail window, click Assign (Insert).
5) In the Select Code Value dialog box, assign code values and click Close.
6) On the Activities page, click the Actions menu and select Save (Ctrl+S).

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About Gantt Charts
A Gantt chart is a graphical representation of the duration and sequence of activities or
projects. It is useful for planning, scheduling, and monitoring progress against a timeline.
Working with the Activity Gantt Chart
Use the Activity Gantt chart to view the progression and relationships of activities or
projects on a timeline.
Gantt chart bars and activity dates or durations
You can easily update dates and durations by resizing or moving Gantt chart bars. When
you change bar positions in a Gantt chart, the start and finish date columns update
automatically to reflect the new bar position. After moving a Gantt bar, when you save
your changes, the remaining duration is recalculated based on the new dates and the
activity or project calendar. Because this calendar is applied when you save, if you
move but do not resize a Gantt bar, the duration might shorten or lengthen based on the
calendar's nonworktime.
Note: If you click the center of a bar and drag it along the
timescale, you will be prompted to add a Start On or After
constraint. In the Gantt chart, you can impose only a Start On or
After constraint.
Customizing the Gantt chart
You can change the progress line options or the timescale for the Gantt chart in the
Customize Activity View dialog box.
Viewing the Gantt chart
In the Gantt chart, a vertical blue line represents the current data date for the project.
Vertical sightlines appear at each minor increment (bottom) of the timescale. Horizontal
sightlines appear at the bottom of every fifth table row. The timescale background is
shaded to indicate nonworktime based on the global default calendar.
Activity highlight
To quickly locate the activities you need to update, you can use the Progress Spotlight
feature, which highlights all activities that should have progressed during a specific time
period. This time period is defined by the smallest increment of the current timescale
since the last data date. For example, if the current timescale is set to Month/Week,
Progress Spotlight highlights all activities that should have progressed during the week
since the data date.
Configuring Gantt Charts
Configure the Gantt chart to adjust activity beginning and finishing dates as well as
constraints.

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To configure the Gantt chart:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project navigation bar, click Activities or EPS.
3) On the Activities or EPS page, click the View menu and select Gantt Chart.
4) On the Gantt chart:
a. To resize bars, select a bar and click and drag the beginning or end of it to a new
date. (Only applicable on the Activities page.)
b. To focus the Gantt chart on a specific time interval, double-click a year, quarter,
month, week, or day on the timescale. The Gantt chart timescale will expand or
shrink to show the entire time interval.
c. To expand a specific area of the Gantt chart, click the timescale at the top of the
Gantt chart once (the pointer will become a double-headed arrow), move the
pointer to select the portion of the timescale you want to expand, and click again.
You can perform this step several times.
d. To apply a Start On or After Activity Constraint, click the middle of a bar and drag it
along the timescale. (Only applicable on the Activities page.)
5) On the Activities or EPS page, click the View menu and select Save (Ctrl+S).
Tips
To back out of a zoom, double-click the top bar of the timescale.
After resizing or moving a Gantt bar, when you save your changes, the activity
remaining duration is recalculated based on the new dates and the activity's
calendar. Because the calendar for the activity is applied when you save, a date you
specified for an activity might change slightly if it occurs during calendar
nonworktime. Also, if you move, but do not resize, a Gantt bar, the duration might
shorten or lengthen based on the activity calendar's nonworktime.
If you select the option Do not show this again in the Activity Constraint dialog box, it
will not reappear until the next time you log in.
You can create or configure activity relationships directly in the Gantt chart.
About Progress Spotlight
Progress Spotlight highlights the activities that should have progressed during a specific
time period. A yellow curtain is dropped behind the activities to enable quick navigation
to the activities in this timeperiod. Use the Progress Spotlight feature (View, Progress
Spotlight) to highlight activities in the layout that have started, progressed, or finished
between the previous data date and the new data date.

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About Bars
Bars are used in different views to graphically represent the project timeline. They can
symbolize milestones, activities, assignments, or projects. Bar type options vary
depending on your current view.
Activities View
Current Bar: Spans the early remaining/actual start to the early remaining/actual finish
for each activity, and indicates how the schedule is progressing according to the
original plan.
Float Bar: Shows the total amount of time that an activity can be delayed without
delaying completion of a project.
Free Float Bar: Shows the amount of time that an activity can be delayed without
causing subsequent activities to be delayed.
Late Bar: Shows the late start to the late finish of an activity.
Percent Complete Bar: Shows the completion percentage of an activity.
Plan Bar: Shows the forecasted status of planned activities, and is used for simulating
the outcome of the project schedule as part of project planning.
Project Baseline Bar: Shows the project baseline start and finish dates of an activity,
and indicates how the schedule is progressing according to the original plan.
User's Primary Baseline Bar: Shows the primary baseline start and finish dates of an
activity, and indicates how the schedule is progressing according to the original plan.
UDF Bar: Shows the amount of time spanning the selected Activity UDF start date and
the Activity UDF finish date. UDF bars can be used to show a risk adjusted schedule
using dates imported from Oracle Primavera Risk Analysis.
Assignments View
Current Bar: Spans the early remaining/actual start to the early remaining/actual finish
for each activity, and indicates how the schedule is progressing according to the
original plan.
Late Bar: Shows the late start to the late finish of an activity.
Plan Bar: Shows the forecasted status of planned activities, and is used for simulating
the outcome of the project schedule as part of project planning.
EPS View
Current Bar: Spans the early remaining/actual start to the early remaining/actual finish
for each activity, and indicates how the schedule is progressing according to the
original plan.
Project Baseline Bar: Shows the project baseline start and finish dates of an activity,
and indicates how the schedule is progressing according to the original plan.
Forecast bar: Shows the forecast start to the forecast finish dates, and indicates how
the schedule is progressing according to the original forecast dates.

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About Work Breakdown Structures (WBS)
A WBS, or work breakdown structure, is a hierarchical arrangement of work activities that
divides a project into discrete levels, phases, or layers. The WBS is structured in levels of
work detail, beginning with the deliverable and separated into identifiable work
elements.
When creating a project, the project manager typically develops the WBS first. The
manager assigns documents to each WBS element, and then defines activities to
complete that element. In addition to document and activity assignments, each WBS
element can also have specific earned value calculation settings, issue assignments,
and notebook topics.
Each project has its own WBS hierarchy with the top-level WBS element equal to that of
each enterprise project structure (EPS) node or project. Each WBS element can contain
more detailed WBS levels, activities, or both.
Working with WBS Elements
If you have the Add/Edit/Delete WBS Except Costs/Financials project privilege, you can
add, copy and paste, cut and paste, modify, or delete WBS elements.
Before you begin
To add, copy and paste, cut and paste, edit, or delete WBS elements, whether you are
working with a single project or a group of projects, the grouping in your view must be
configured to have the Level 1 Field list set to WBS. Either select this type of view from the
Activity View list or, if necessary, modify the grouping, customize the view, or create a
new view.
Add WBS elements
Except for the top level element of the WBS hierarchy, which represents the project, you
can add a WBS element at the same level as an existing element (sibling) or at a
subordinate level (child). At the top level of the WBS, you can add only child elements.
In addition to creating a brand new WBS element, you can create one from a template,
or by copying a current WBS element and modifying the content.
Copy and Paste WBS elements
When you copy a WBS element, all activities and child WBSs subordinate to the WBS
element are also copied.
When you copy a WBS and paste it into the same project, all data except the following is
copied:
Summary data
Activity feedback
Relationships to activities that were not included in the copied WBS
Documents from the content repository

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Status update history (for Team Member applications)
When you copy a WBS from one project and paste it into another, all data except the
following is copied:
Summary data
Activity feedback
Relationships to activities that were not included in the copied WBS
Project and EPS activity codes
Risk assignments
Documents from the content repository
Work products and documents (WP & docs)
Status update history (for Team Member applications)
You cannot copy a WBS if any of the following are true:
All open projects are checked out in P6 Professional or are opened exclusively by
another user.
You do not have the required security privileges.
Multiple WBSs are selected. You can only copy one WBS at a time.
You have Team Member project module access.
Cut and Paste WBS Elements
When you cut and paste a WBS, all data is retained. You cannot cut a WBS from one
project and paste the WBS to another project. If you need to move the WBS to a different
project, copy the WBS and paste it to the new location, and then delete the original
entry.
You cannot cut a WBS if any of the following are true:
All open projects are checked out in P6 Professional or are opened exclusively by
another user.
You do not have the required security privileges.
Multiple WBSs are selected. You can only copy one WBS at a time.
You have Team Member project module access.
Modify WBS elements
Horizontal arrows change the level of an element in the hierarchy. Vertical arrows
change the position of an element within its current level.
Delete WBS elements
If you attempt to delete a WBS that has activities associated with it, you must specify
what you want to do with the activities:
 To delete the WBS, but reassign its activities to the parent WBS, select Merge.
 To delete both the WBS and its associated activities, select Delete.

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Note: These two options also appear if the WBS has both activities
and planned resource allocations. However, resource allocations
cannot be merged. Regardless of the option you choose, the
planned resource allocations are deleted. For this reason, when a
WBS has planned resource allocations but no activities, these
options do not appear.
About Siblings and Children
Siblings and children represent levels in a hierarchy. Elements at the same level are
siblings, and are of equal importance. A subordinate element is a child.
Creating a WBS
Create a work breakdown structure (WBS) to divide a project into levels. You can create
sibling WBSs to represent WBSs that are hierarchically equal, or child WBSs to represent
WBSs that are subordinate to projects or other WBSs.
To create a WBS:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select a WBS or project. The WBS can act as a sibling or a parent. The project will
always act as a parent.
b. Click the Actions menu:
To add a sibling, select Add Add Sibling WBS (Shift+Insert).
To add a child, select Add Add Child WBS (Ctrl+Insert).
c. Double-click in the WBS/Activity field to enter a name for the new WBS.
d. Click the Actions menu and select Save (Ctrl+S).
Tips
Create an Activity View with grouping configured to have the Level 1 Field list set to
WBS. When you configure this view, you are able to add, edit, or delete WBS
elements.This type of view is identified by the (WBS) icon. If this type of view is
already available, click the Activity View list on the Activities toolbar, and select it.

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The WBS will automatically be assigned a name based upon the project or WBS you
select. For example, if the project or WBS is named WBS: Business Project 1.5, the
application will automatically name the new WBS: Business Project 1.6.
You can also right-click a WBS or project and select Add Child WBS, Add Sibling WBS,
or Add WBS from Template to create a WBS.
To create a WBS from an existing WBS, right-click on a WBS and select Copy. Select a
WBS to paste the copied WBS. Right-click and paste the WBS, which includes its
associated activities and data items, with some exceptions, to the new location.
Creating a WBS from a Template
You can add a predefined WBS element from a template to a project.
To add a WBS from template:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the View menu and select Table.
b. Click the View menu and select Group....
c. On the Customize Groupings dialog box, set the Level 1 field to WBS and the Sort
Order field to Hierarchy. Click OK.
d. In the Activity Table, right-click a project or WBS element and select Add WBS from
Template.
4) In the Select WBS dialog box, select a WBS from the list of templates and click OK.
5) On the Activities page:
a. Update the name in the WBS/Activity field.
b. Click the Actions menu and select Save (Ctrl+S).
Tips
The application automatically assigns the WBS element a name based upon the
selected WBS.
Configuring General WBS Information
Configure WBS information to account for any updates or changes made to the WBS.
To configure general WBS information:
1) Open one or more projects in the Projects section using one of the following methods:

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 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select a WBS and click the General detail window.
4) In the General detail window:
a. Add or remove columns as needed to configure to the detail window.
b. Select an option or enter a value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Defining Earned Value Calculations for WBS Elements
Earned value is a technique for measuring project performance according to both
project costs and the schedule. This technique compares the planned cost of the work
to the actual cost. While earned value analysis is typically performed for WBS elements,
you can also perform an earned value analysis for activities, groups of activities, or one or
more projects.
You can define the technique used to calculate the Performance Percent Complete
and Estimate to Complete used in the earned value calculation:
Earned Value =Performance % Complete x Budget At Completion (BAC)
To define the default P6 technique for computing earned value calculations:
1) Click Administer and select Application Settings.
2) On the Application Settings pane, click Earned Value.
To define the technique for computing earned value calculations for a WBS:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select an activity view that is grouped by WBS, or group by WBS.
b. Expand the project and any parent WBS elements.
c. Select a WBS to define the technique used for computing earned value.
d. Click the Earned Value detail window.
4) In the Earned Value detail window:
a. In the Technique for computing performance percent complete section, select the
technique you want to use for calculating an activity's earned value.
b. In the Technique for computing Estimate to Complete (ETC) section, select the
technique you want to use for calculating ETC.

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Working with WBS Milestones
You can add an almost unlimited number of WBS milestones, which can be used instead
of activities to calculate earned value. WBS milestones are assigned at the WBS level,
and each milestone is given a weight representing its importance in the project
schedule. When you mark a WBS milestone as complete, P6 uses its weight to calculate
the performance percent complete of all activities included in the WBS level. That is, the
performance percent complete is applied to all activities under that WBS level and then
rolled back up to the WBS.
For example, suppose a particular level of the WBS includes ten activities, and actual
finish dates have been entered for five of these activities. The same WBS is also assigned
four WBS milestones having equal weights, but only one of these milestones is marked as
complete. P6 uses the completed WBS milestone to calculate the WBS level’s
performance percent complete as 25%, even though 50% of the activities included in
the WBS level are finished.
In the initial stages of project planning, decide how you want P6 to calculate earned
value, percent complete, resource use, and financial data. You may want to use WBS
milestones when higher-level task increments comprise a body of activities and you want
to control the activities at the WBS level. For example, to control the design of a new
product, you might assign WBS milestones to the major steps required to complete the
design such as drafting the requirements, writing the design specifications, and so on.
Each of these milestones would contain the detailed activities required to complete it.

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Working with WBS Categories
Use the WBS Categories page to define custom work breakdown structure (WBS)
categories. Categories are not project-specific; you can assign them to any WBS
elements in the EPS. WBS categories help reflect your organization’s terminology and
unique requirements. You can also use categories to group, sort, and filter WBS elements.
Table of WBS Category Administration
Item Description
WBS Categories: Use the WBS Categories page to view and add WBS
categories. This page is part of the Enterprise Project Data for your
organization.
Category field: The Category field shows the WBS category's name. You
can edit this value.

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Table of WBS Category Assignment
Item Description
Activities page: On the Activities page, use the General detail window to
select the WBS category you want to assign.
General Detail Window: In the General detail window, you can assign a
WBS category by clicking in the WBS Category field. If the WBS Category
field is not visible, click Columns and choose WBS Category. The
category you assign helps organize the WBS element within the project.
For example, a WBS category called Design would indicate that this WBS
will focus on design tasks.
Select WBS Category dialog box: Use the Select WBS Category dialog box
to assign a WBS category. You can select only one category. If you are
assigning a WBS category to a parent WBS, you will be asked if you also
want to assign that category to the child WBS elements. Choose yes or no
as needed.
About Baselines
A baseline is a copy, or snapshot, of project data at a given time. Because a baseline is a
static representation of a project plan, it can be used as a benchmark against which to
measure performance as a project progresses.

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You can create multiple baselines to establish metrics throughout the project life cycle.
Typically, you would want to create an initial baseline once the project plan is approved,
then you would create additional baselines according to your organization's
requirements. For example, you could create new baselines at specific reporting
intervals.
Although many baselines can be created for a project, only two baselines can be used
at any given time to display and compare data. These are known as the Project Baseline
and User's Primary Baseline. The current project can also be used as the baseline, for
example, in situations where no other baseline yet exists.
The Project Baseline is a single metric for comparison that enables all members of a team
to have a shared and consistent set of data against which to evaluate project progress.
There is only one Project Baseline at any time. All pages that display summarized data
compare and display data against the Project Baseline.
The User's Primary Baseline is an optional personal baseline that is used to evaluate
project progress.
Related Topics
About Baseline Types .............................................................................................509
Working with Baselines
Before you update a schedule for the first time, you should create a baseline plan. The
simplest baseline plan is a complete copy, or snapshot, of the original schedule. This
snapshot provides a target against which you can track a project's cost, schedule, and
performance. You can save a copy of the current project to use as the baseline or you
can convert another project in the EPS hierarchy to a baseline for the current project.
To help categorize, or track, multiple baselines for a single project, you can assign each
baseline a type that reflects its purpose, for example, initial planning baseline, What-if
project baseline, customer sign-off, or midproject baseline.
Regardless of the number of baselines you store for a project, at any given time you can
only select at most two baselines for use in making comparisons in P6. The project-level
baseline is used for project/activity usage spreadsheets and profiles, as well as for
earned value calculations.
You can convert another project in the EPS hierarchy to a baseline for use in comparisons
with the current project. Before converting a project to a baseline, if you still want to
have access to the original project, you should make a copy of it. Once you convert a
project to a baseline, it is no longer available in the project hierarchy. You can restore a
baseline, making it available again as a separate project in the project hierarchy, in
order to modify it or update it.

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Note: You must have the Edit Project Details Except
Costs/Financials and Assign Project Baseline project privileges to
set the project baseline.
Table of Working with Baseline Elements
Item Description
Define Baselines: Use Define Baselines to add, modify, convert, and
restore projects and baselines.
Add Baselines: When you add a baseline, give it a name, assign it a type,
and decide if you want to make it the Project Baseline or User's Primary
Baseline for the currently selected project. Baseline designations are
made in the projects rows of the table highlighted in blue.
Convert a Project to Baseline: Save a copy of the baseline before you
convert it. Convert a project to use it as a baseline for a current project.
Restore a Baseline: Use restore a baseline to modify a baseline project.
You must first unlink a baseline from its current project by restoring it as a
separate project. You can then work with this restored baseline project as
you would any other project in the EPS.
Baseline Type: Assign baseline types to baselines to help categorize
multiple baselines for a single project. Configure the available baseline
types along with your other Enterprise Data settings.
Project Baseline: Lists the available baselines for the selected project.
Select the baseline to use as the project baseline. If a baseline does not
exist, the current project is the default value.

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Item Description
User's Primary Baseline: Select the user's primary baseline from the list of
available baselines. If a baseline does not exist, the current project is the
default value.
Note: You can define up to three baselines for a project in P6
Professional.
Creating Baselines
Create baselines to measure project performance.
To create a baseline:
1) Open the project or projects for which you want to create a baseline using one of the
following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and select one of the most-recently used projects or
group of projects.
 Click the Projects menu and select Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project Navigation bar, click Activities or EPS.
3) On the Activities or EPS page, click the Actions menu and select Define
Baselines....
4) In the Baselines dialog box:
a. Select the project to which you will add the baseline.
b. Click Add Baseline.
c. Enter a name in the Baseline Name field.
d. Select a type from the Baseline Type list.
e. Click Save (Ctrl+S).
Tips
The application automatically assigns the baseline a name based on the selected
project. For example, if you select Project A, the application will name the newly
created baseline A - B1.
Specify the default Project Baseline and User's Primary Baseline by selecting from the
list of available baselines for each project in the table on the Baselines dialog box.
Click Convert a Project to Baseline and select a project to convert a project into a
baseline.
Select a baseline and click Restore a Baseline to remove the baseline and make it a
project.

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About Scheduling Projects
Schedule is the order in which activities occur over the course of a project. A schedule
follows the constraints imposed by activity relationships and the date types to which an
activity must adhere. A good project schedule can serve as a key management tool for
making decisions and predicting whether the project will finish on time and within
budget. When there are updates to activities or resources, you can reschedule projects
to account for these changes. Regularly updating schedules and comparing them with
baseline schedules ensures that you are using resources effectively, monitoring project
costs against budget, and keeping track of actual durations and costs.
Scheduling Projects
Schedule projects to keep track of activities, actual durations, and costs. Knowing where
these stand will help you when making decisions and predictions about the project.
To schedule projects:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Scheduler...
(F9).
4) In the Schedule Project dialog box:
a. Configure the options and fields.
b. Click Schedule.
Tips
Configure general scheduling options to define general defaults used when
scheduling projects, or configure advanced scheduling options to define float paths.
This schedules all open projects at the same time. If you do not have scheduling
privileges for all the open projects, Scheduler is disabled.
Use the Project Scheduled Services page to configure options to schedule projects
automatically.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.

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Configuring General Scheduling Options
Configure general scheduling options to define general defaults used when scheduling
projects.
To configure general scheduling options:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Scheduler...
(F9).
4) In the Schedule Project dialog box, click Options.
5) In the Scheduling Options dialog box, click the General tab.
6) On the General tab:
a. Select or clear the options.
b. If your selections enable a field or list, enter a value or select an option from the list.
c. Click Save.
Tips
When multiple projects are open, the scheduling options that display by default are
the options defined for the first project listed.
These options are applied to all open projects; close or open projects to control
which projects are configured.
Activities whose float does not exceed the value you specify in the Total Float less
than or equal to field are considered critical. The value you specify in this field is
automatically converted to hours, regardless of your Display Durations in display
setting in My Preferences.
Configuring Advanced Scheduling Options
Configure advanced scheduling options to define float paths.
To configure advanced scheduling options:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.

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3) On the Activities page, click the Actions menu and select Run Scheduler...
(F9).
4) In the Schedule Project dialog box, click Options.
5) In the Scheduling Options dialog box, click the Advanced tab.
6) On the Advanced tab, select the Calculate multiple float paths option.
a. Select Total Float or Free Float.
b. Enter or select a value for each field.
c. Click Save.
Tips
These options are applied to all open projects; close or open projects to control
which projects are configured.
You can select any activity in the Display Multiple Float Paths ending with activity
dialog box; however, typically this activity is a milestone or some other major activity
in the project schedule.
To optimize performance, type a low number (10 or less) in the Specify the number of
paths to calculate field.
About Float
Float is a discretionary measure of a schedule's flexibility or slack. While managers are
most often concerned with overall network float variance along the critical path (Total
Float), the float time for a single activity (Free Float) is also helpful in managing day to
day operations. For example, if an activity has ten days of free float, management may
decide to assign its intended resource to another task.
Free Float is the maximum number of hours or days an activity can be delayed without
also delaying the early start dates of any immediate successor activities.
Total Float is the total maximum number of hours or days an activity can be delayed
without also delaying the project finish date or another scheduling constraint. Total Float
is calculated using the critical path method to determine the variance between early
finish and late finish dates.
About Critical Path Activities
Critical path activities are project tasks that must start and finish on time to ensure that a
project ends on schedule. A delay in any critical path activity will delay completion of
the project, unless the project plan can be adjusted so that successor tasks finish more
quickly than planned. Critical activities can be one of two types: float and longest path.

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Float is a measure of schedule flexibility. The application uses the Critical Path Method
(CPM) to generate a project schedule. This method calculates four dates for each
activity in the project plan: Early Start, Late Start, Early Finish, and Late Finish. If the Early
Start date and Late Start date for an activity are the same, the activity is said to have
zero float. Activities that have zero float must start on time to prevent the schedule from
slipping. When an imposed finish date creates a schedule that is shorter than the
duration calculated to complete the activities on the critical path, a project has
negative float. A project with negative float is behind schedule.
To meet the specific requirements of your project, you can specify the float tolerance
used to identify activities as critical. For example, in some situations you might want
critical activities to be those with zero or negative float. In other situations, activities with
float of three days or less might be identified as critical.
Longest path defines the sequence of driving activities that determine the project end
date. Longest path calculation includes interproject relationships. Therefore, activities
designated as on the longest path might change depending on whether you schedule a
project alone or with its related projects. If a project has interproject relationships and
you schedule it alone, the interproject relationships are treated as scheduling constraints.
The longest path is broken when activities are no longer driven by relationships; that is,
when activity dates are driven by constraints or resource leveling.
Working with Critical Activities
When you schedule a project, you can choose to calculate multiple critical float paths
(sequences of activities) that affect the project schedule. By calculating multiple critical
float paths, you can determine the most critical path in the project schedule, along with
sub-critical paths that affect the completion of the most critical path.
While you can determine the critical path of activities based on total float or longest
path, these methods do not offer insight into sub-critical paths that might also affect the
project schedule. For example, if you choose to identify critical activities based on a
maximum total float threshold, P6 will identify all activities beyond the threshold as critical
even if the activities have no relationships or do not affect the project end date.
Likewise, if you choose to identify critical activities based on longest path, P6 will identify
the critical path of activities but will not identify sub-critical paths that affect the critical
path.
After you schedule a project, you can display the Float Path and Float Path Order
columns in the table on the Activities page. Group by Float Path to view the activities in
each critical float path, then sort by Float Path Order to view the order in which the
activities were processed.

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Note: Calculating multiple critical float paths does not affect how
you define critical activities. When you schedule a project, you
must choose to define critical activities by a maximum float time or
by longest path on the General tab of the Scheduling Options
dialog box. When you run the scheduler, activities are flagged as
critical based on this setting. If you also choose to calculate
multiple critical float paths, the float paths are calculated after the
project has been scheduled. Critical activities that are not part of a
critical float path remain tagged as critical.
The Critical Activities Behind Schedule portlet of the Workspace page in the Projects
section lists activities on the critical path that are behind schedule, along with the
number of days the activity is behind and its total float. In order for an activity to appear
in this portlet, both of the following conditions must have been met:
its Critical check box field must have been set to true or checked meaning the
activity's total float was calculated as being less than the critical duration specified
for the project;
its Finish Date Variance must be negative.
If a project does not have a specified baseline, P6 will refer to the current project's data
and only activities that have an actual start date and meet the other criteria will appear
in the portlet. Finish Date Variance is calculated by comparing the planned finish of the
current project to the baseline finish.
When there is no baseline, Planned Finish always equals Baseline Finish. This is true until an
actual start date is recorded, which acts as a baseline. Hence, Finish Date Variance is
always zero (0) in an activity that has no baseline and is not started.
If a project has a baseline, P6 must match each activity to its baseline activity and then
calculate the finish variance.

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Note: A negative finish variance can be calculated on both
started and not started activities. In large databases, this may
cause a timeout. By default the application allows two minutes to
perform the calculation. If it does not succeed in two minutes, a
message is returned advising you that the portlet should be
removed from the Workspace. A setting in the P6 Administrator
application can extend this time, but the practice is not
recommended as it can cause performance problems for all users.
Table of Key Elements for Critical Activities
Item Description
Critical option: This check box is checked for all activities that are
calculated as being critical.
Red indicator: Critical activities are indicated in the Activity Table with
red indicators.
Red bars: Critical activities are indicated in the Activity Gantt with red
bars.
Critical Activities Behind Schedule portlet: The Critical Activities Behind
Schedule portlet of the Workspace page.

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Table of Key Options for Critical Activities
Item Description
Scheduling Options: On the Activities page, select Run Scheduler from
the Actions menu. On the resulting Schedule Project dialog box, click the
Options button to open the Scheduling Options dialog box.
General tab: Use the General tab of the Scheduling Options dialog box
to define critical activities according to a maximum float time or by
longest path.

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Item Description
Advanced tab: On the Advanced tab of the Scheduling Options dialog
box, you can choose to calculate a specific number of critical float
paths based on total float or free float. You can also choose the activity
you want the float paths to end on. By choosing an activity, you can
calculate multiple float paths that affect the entire project schedule, a
specific part of the schedule, or a milestone in the schedule. When you
schedule the project, P6 identifies the most critical float path in the
schedule and assigns those activities a Float Path value of 1. Then,
depending on the number of paths you choose to calculate, P6 identifies
other float paths (sub-critical float paths) that affect the most critical float
path and numbers the paths based on their criticality in ascending order
beginning with 2.
Creating Baselines
Create baselines to measure project performance.
To create a baseline:
1) Open the project or projects for which you want to create a baseline using one of the
following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and select one of the most-recently used projects or
group of projects.
 Click the Projects menu and select Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Project Navigation bar, click Activities or EPS.
3) On the Activities or EPS page, click the Actions menu and select Define
Baselines....
4) In the Baselines dialog box:
a. Select the project to which you will add the baseline.
b. Click Add Baseline.
c. Enter a name in the Baseline Name field.
d. Select a type from the Baseline Type list.
e. Click Save (Ctrl+S).
Tips
The application automatically assigns the baseline a name based on the selected
project. For example, if you select Project A, the application will name the newly
created baseline A - B1.

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Specify the default Project Baseline and User's Primary Baseline by selecting from the
list of available baselines for each project in the table on the Baselines dialog box.
Click Convert a Project to Baseline and select a project to convert a project into a
baseline.
Select a baseline and click Restore a Baseline to remove the baseline and make it a
project.
About Schedule Preview
After modifying activity, relationship, and assignment data, but before deciding to
formally schedule a project, use the optional Schedule Preview feature to estimate
schedule changes without actually committing them to the project. Schedule Preview
automatically recalculates the schedule for activities that have changed or were
affected by a change to a relationship, resource assignment, or another activity. You
can then decide to commit these changes to the schedule or, if the preview produces
unwanted results, discard them. If Schedule Preview is disabled, changes to activities are
not reflected in the schedule until you manually calculate the schedule again.
Enabling Schedule Preview
Enable Schedule Preview to have the application automatically calculate the schedule
for a project each time you add or delete an activity relationship, change an activity
duration or relationship type, or change anything that affects schedule dates. This
feature is available on the Activities page when you open a single project; it is disabled if
more than one project is open.
To enable Schedule Preview for a project:
1) Open the project you need to schedule using one of the following methods:
 Click Projects to open the last project you were working with.
 Click the Projects menu and select one of the most-recently used projects.
 Click the Projects menu and select Open Projects to select a project by
portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Actions menu and select Run Schedule Preview to turn on
Schedule Preview mode.
b. Update one or more activities; the activities will automatically be rescheduled.
c. Click the Actions menu and select Save (Ctrl+S).
4) In the Schedule Project dialog box:
a. To keep the changes and schedule the project, click Yes.
b. If you do not want to keep these changes or do not want to schedule the project,
click No.

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Tips
The Schedule Preview icon is disabled if more than one project is open, or if you do
not have the Schedule Project privilege for the open project.
To turn Schedule Preview mode off, click the Actions menu and select Run
Schedule Preview again so it is not highlighted on the Run menu.
You might find it helpful to create an unfiltered activity view that you can use when
you want to enable the Schedule Preview. If filters are applied to your view, the
application will prompt you to remove the filters before the project is scheduled. If the
removal of filters from the current view causes you to exceed your activity limit, you
will receive a message and the feature will not be turned on. You will then need to
ask your administrator to increase the activity limit to run this feature.
About Resource Leveling
Resource leveling is an automated process that can change the start date of activities.
Level resources in your project schedule to ensure that resource demand does not
exceed resource availability. Typically, you level during the forward pass through a
project. This determines the earliest dates to schedule an activity when sufficient
resources will be available to perform the task. If forward leveling delays the project's
early finish date, a backward pass might be necessary to recalculate late dates.
During resource leveling, the resource requirements of all scheduled activities are
compared to the maximum quantity available at the time of leveling, and an activity is
only scheduled to occur when its resource demands can be met. To accomplish this,
tasks can be delayed to resolve resource availability conflicts.
Configuring Resource Leveling Options and Priorities
Level resources in your project schedules to ensure that resource demand does not
exceed resource availability. To handle scheduling conflicts that might occur during
leveling, you can add priorities that specify which project or activity is leveled first. Before
leveling, configure the options and priorities specified in the steps below.
To configure resource leveling options and priorities:
1) Click Projects .
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the View menu and select Columns.
4) In the Customize Columns dialog box, expand the General section in the Available
Columns list and double-click Project Leveling Priority to add it to the Selected
Columns list and click OK.
5) On the EPS page:
a. Enter a value in the Project Leveling Priority field for each project.
Note: Enter a value from 1, the highest priority, to 100, the lowest.
The default is 10.

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b. Click the Actions menu and select Save (Ctrl+S).
6) On the Projects navigation bar, click Activities.
7) On the Activities page, click the View menu and select Columns.
8) In the Customize Columns dialog box, expand the General section in the Available
Columns list and double-click Activity Leveling Priority to add it to the Selected
Columns list and click OK.
9) On the Activities page:
a. Enter a value in the Activity Leveling Priority field only for those activities that
require a specific change to their leveling priority. For example, a Normal activity
might become a Top priority.
b. Click the Actions menu and select Run Leveler... (Shift+F9).
10) In the Level Resources dialog box, click the Options tab.
11) On the Options tab:
a. Select the Consider assignments in other projects with priority equal or higher than
option and select a value from the list to include in the leveling process projects
that are not currently open, but that do fit the required priority level.
b. Select or clear the Preserve scheduled early and late dates option to determine if
the leveling process can alter activity dates or not. If you select this option,
configure the options it enables.
c. Select or clear the Recalculate assignment costs when leveling option to
determine if the application should automatically recalculate assignment costs if
they are affected by the leveling.
d. Select the Display leveling log upon completion option if you would like to see a
summary of activities delayed by leveling and exceptions made for critical
activities.
e. In the Leveling Priorities section, specify priorities that will be used to level the
activities. Add priorities in the order in which you want the application to consider
them. For each priority you add, repeat the following steps:
1. Click Add.
2. In the Field Name list, select Project Leveling Priority, Activity Leveling Priority, or
another field.
3. In the Sort Order list, select Ascending, Descending, or, for some fields,
Hierarchy.
12) In the Level Resources dialog box, click the Resources tab.
13) On the Resources tab, select an option and click Save.
Note: If you select Selected Resources, add resources to the
Selected Resources list from the Available Resources list.

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Tips
You cannot edit the Project Leveling Priority of a project if you do not have the
appropriate security privileges or if the project is checked out or opened exclusively by
another user.
Leveling Project Resources
Level one or more projects whenever the required shared or critical resources have
limited supply or availability or to generally keep resource usage at a constant level. For
example, when a resource has been assigned to more than one activity during the same
time period, level the projects to eliminate potential resource over-allocation. In short,
resource leveling re-distributes work among other available resources.
To level resources in one or more projects:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Leveler...
(Shift+F9).
4) In the Level Resources dialog box:
a. Select the Options tab to configure resource leveling options and set optional
leveling priorities to specify which assignments are leveled first when a conflict
exists.
b. Select the Resources tab to specify which resources should be leveled.
c. (Optional) Click Save to save your settings and close the dialog box.
d. Click Level.
Tips
Using the Project Scheduled Services page, you can configure scheduled services to
have the application level resources automatically.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.

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About Activity Progress
An activity's status is a brief representation of its progress or condition at any given time.
An activity's status might include its duration, beginning and ending dates, percent
complete, units and costs, and associated constraints. Team members should
periodically update the status of their assigned activities in order for their project
managers to adequately assess both individual and overall progress.
About Updating Progress
To determine how a project is performing and what work remains to be done, update its
progress weekly, daily, or as frequently as required.
You can record work progress in a number of ways: you can record progress for
individual activities or resources by entering "live" status data you have collected; you
can use P6 Team Member applications to collect data from resources and activity
owners, with the option to turn on reviews for status updates or allow the system to
automatically approve the updates; you can use P6 Progress Reporter and collect data
from resources using timesheets and then approve or reject those timesheets; or you can
automatically calculate progress based on the schedule plan.
P6 supports three platforms for directly updating "live" status: web browsers using P6 and
P6 Team Member Web, iOS mobile devices using the P6 Team Member for iPhone app,
and e-mail applications exchanging messages using E-mail Statusing Service. Your team
may decide to use one method or some combination of these methods.
Note: Decide to use one of the following supported platforms for
progressing tasks:
 P6 with optional support for updates using the P6 Team Member
applications
 P6 Progress Reporter
Caution: If users need to use timesheets, they should use only P6
Progress Reporter and avoid using P6 Team Member applications
to update their status.
Working with Updating Progress in a Browser Running P6
To determine how a project is performing and what remains to be done, update its
progress. Updating a project to reflect the actual work performed to date can be
achieved using any of the following methods:
Manually record progress: Record progress for individual activities or resources by
entering status data from each contributor.

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Automatically calculate progress: For individual activities, resources, and expenses,
use the convenient Auto-Compute Actuals feature to estimate work progress based
on the schedule plan. Then, run the Apply Actuals feature. Using these features, the
application calculates and applies the expected progress from the previous data
date to the new data date you specify. To regularly update a project so that it
reflects current actual and remaining values, run the Apply Actuals process using the
Scheduled Services page.
Updating the Progress of Activities Using P6
Update status to define percent complete and start and finish dates.
To update status:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the General detail window.
4) In the General detail window, in the Status section:
a. Select or clear the Started and Finished options.
b. If you select an option, click and select a date from the calendar.
c. Enter a percentage in the Activity % Complete field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
About The Apply Actuals Feature
After progress is recorded by approving timesheets, entering actual data, or setting the
Auto Compute Actuals option, you can run the Apply Actuals feature to update the
schedule. The Apply Actuals feature runs as a service and schedules activities with
progress and/or activities that have the Auto Compute Actuals option set.
When you run Apply Actuals, you can move the data date. P6 schedules activities only
within the specified time period (between the current data date and new data date)
and calculates progress for those activities that are set to automatically calculate
actuals.
Working with the Apply Actuals Feature
Before you run the Apply Actuals command, decide which method you will use to
update progress, Auto Compute Actuals or P6 Progress Reporter (timesheets). If using the
Auto Compute Actuals method, ensure project managers have marked the Auto
Compute Actuals option for select activities, resources, and expenses. If using timesheets,
make sure all project resources have recorded their timesheets in P6 Progress Reporter
and those timesheets have been approved.

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When you run the Apply Actuals command, both methods are invoked to determine the
actuals that are applied to a given project:
1. Auto Compute Actuals method: Actual values and dates are progressed for the
activities (and their resources and expenses) that are scheduled to occur
between the last data date and the new one. This method acts on activities,
resources, and expenses that have their Auto Compute Actuals option selected.
2. Timesheets method: Actual timesheet hours from P6 Progress Reporter are applied.
This method acts on resource assignments for resources with the Uses timesheets
option set. In P6 Progress Reporter you also have the option of updating the
following, depending on what fields are being updated:
a. Actual units
b. Actual and Remaining Units
c. Actual and Percent Complete
Table of Key Elements When Applying Actuals
Item Description
Uses Timesheets option: Select this option to indicate you want to allow
this resource to enter hours using timesheets provided by P6 Progress
Reporter. When applying actuals to the schedule, actual duration units
(e.g., hours) for all the selected resource's assignments will be updated
based on timesheet data.
Auto Compute Actuals option: Select this option to indicate you want
actual hours to be updated for resources (shown in this example),
activities, and/or expenses when project actuals are applied.

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Item Description
Auto Compute Actuals option: Select this option to indicate you want
actual hours to be updated for activities (shown in this example),
resources, and/or expenses when project actuals are applied.
Apply Actuals icon: Click this toolbar icon or select it from the Actions
menu to open the Apply Actuals dialog box.
Apply Actuals dialog box: From the list of open projects, select the ones
you want actuals to be applied to. You can also apply a new data date.
Right-click and select Fill Down to apply the new date to multiple
projects. Select a method for calculating the remaining durations in the
Remaining Duration Calculation field.
Example (Labor Resource): Sarah enters her hours for the most recent timesheet period in
P6 Progress Reporter. She then submits her timesheet for review and approval. Once
approved, the timesheet hours are ready to be applied to the project. Paul, the project
manager, runs the Apply Actuals command. P6 looks for all approved timesheets that fall
within the timesheet period and that are less than or equal to the New Data Date value
Paul entered on the Apply Actuals dialog box. Only Sarah's approved actuals that fall
within the timesheet period will get posted. If she enters actuals in timesheets for 5 weeks
but the timesheet period is set for every 2 weeks, the entries that were entered for the 5th
week will not get posted until the next timesheet period. Her approved actual hours will
be applied to the Actual Units field for the appropriate Labor or Non-Labor assignment
which will then trigger the Remaining Units, Actual Duration and Percent Complete fields
to be recalculated.
Example (Non-Labor Resource): A special pump is listed as a non-labor resource for a
project. Since non-labor resources cannot enter actual hours per day in a timesheet, a
designated user defined as a resource enters a lump sum amount of hours used for the
non-labor resource per timesheet period in the Prior Actuals field. When the Apply
Actuals command runs against the project, P6 determines if a value appears in this field,
and if it does, it applies this value (with a special calculation for AIA ERP integrations) to
the Actual Units field.
Applying Actuals to a Project
Apply actuals to update progress on the currently selected projects as of the specified
data date.
To apply actuals:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Apply
Actuals.
4) In the Apply Actuals dialog box:
a. Select the projects to which you want to apply actuals.
b. Select a date from the New Data Date calendar.
c. Select an option from the Remaining Duration Calculation list.
d. Click Apply.
Tips
Using the Project Scheduled Services page, you can configure scheduled services
that have the application apply actuals automatically.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.
Working with Activity Updates by E-mail using E-mail Statusing Service
As a team member with assignments in P6, you can request a list of your assigned
activities, or tasks, directly from the P6 server using e-mail. You must follow the syntax and
formatting specified below on the subject line of your e-mail message. In all cases, only
tasks from active projects in which you (the requesting user) are assigned as a resource
or activity owner will be returned.
There are three types of request filters: status, time, and project. A status request is a
minimum requirement; a time and project request are optional extensions to the status
request. A valid request would appear in the e-mail subject line as:
<Status><Optional Time Period><Optional Active Project>
Note: If you need assistance with the options, syntax, or required
formatting of these messages, send an e-mail message with only
the word Help or a ? in the subject line to receive more detailed
instructions. In addition, if your status request message is ever
invalid, you will be notified by e-mail.

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Requests Based on Status
Active
Returns all activities assigned to you that have not yet been completed, including
any that are not started, those that are in-progress, tasks due today, and tasks that
are overdue.
Due
Returns all tasks scheduled to finish today.
Overdue
Returns all active tasks that were scheduled to finish prior to today.
Completed
Returns all tasks where the finished date is today's date.
Starting
Returns all tasks scheduled to start today.
Requests Based on Time
Requests by status can optionally be filtered based on a specified number of days,
weeks, or months prior to or after today.
in next <number> <units of time>
Returns only the tasks of the requested status that will occur in the next number of
days, weeks, or months you specify.
in last <number> <units of time>
Returns only the tasks of the requested status that have already transpired in the
previous number of days, weeks, or months you specify.
Notes:
 There is a 180 day limit to viewing completed tasks. Any
completed task with a Finished Date more than 180 days in the
past will not be returned.
 If the completed task was updated with a Finished Date within
the past 180 days and the last approved Finished Date is more
than 180 days in the past, the task will not be sent to you
regardless of the updated Finished Date. (This only applies if
Team Member status updates require approval.)
Requests Based on Project
Requests by status can optionally be filtered based on an active project name or project
ID.

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on Project <Project ID or Name>
Returns only the tasks of the requested status and optional time period filter that
belong to the specified active project.
Example 1: Pat is defined as both a user and resource in P6. Pat is
assigned to a client site in another country to perform tasks in a
series of projects: A, B, and C. She has nearly finished her
assignments for Project A. She wants to use e-mail to request her
active assignments for the next 30 days in Project B. She sends an
e-mail message to the P6 task request account designated by her
manager. The body of her message is empty; however, she types
the following subject line:
active in next 30 days on project B
Example 2: Pat received a phone call from her manager who
wants her to focus exclusively on her assignments from any active
projects scheduled to finish in the next week. Pat's e-mail request is
now:
due in next 1 week
Replying with Task Status Updates
After receiving the requested list of tasks from the P6 server, you can reply with your status
updates for all your tasks at the same time. The fields you can update depend on the
status of the task (see the table below). However, for all tasks you can never edit the
following static information: the project name, WBS name, activity name, and status.
The fields available to you in the e-mail are assigned by your project manager in P6. Also,
in P6, you are assigned as either a resource assignment or an activity owner. Talk to your
project manager to find out which fields were assigned to you and if you are a resource
assignment or an activity owner as some of the status fields depend on your role.
Table of Task Status Fields Available by E-Mail
Field New (not
started)
Started
(in-progress)
Done
(completed)
Sample Value
Resource Assignment
Start/Started
Date
15-APR-2012
Finish/Finished
Date
18-APR-2012
Time Spent 1d 2h

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Time Left - 2d 6h
RD (Remaining
Duration)
- 5 d
Finished (Y/N) - N
Activity Owner
Start/Started
Date
15-APR-2012
Finish/Finished
Date
- - 18-APR-2012
Activity %
Complete
(see notes) (see notes) - .25
Expected
Finish
-
Time Spent
(Labor/Nonlab
or)
1d 2h
Time Left
(Labor/Nonlab
or)
- 2d 6h
RD (Remaining
Duration
- 4d
Finished (Y/N) - N
Notes for % (percent complete):
The calculation of the Activity % Complete field depends on the settings your
project manager configured in P6. The field is either calculated using units or
duration, calculated using the percentage complete from steps, or a value
you enter based on your own perception of the work you completed on this
task.
If you enter 1, which indicates the task is 100% complete, you must also enter
Y for Finished (Y/N) to mark this task complete.
If your e-mail application does not support bulk inline e-mail editing in your reply
message, use the Update this task link for each task.

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Example 3: Next week, Pat requests a new list of tasks by e-mail.
She receives the new list showing two activities for Project B. She
wants to update the project schedule to show that she has already
finished the first task on schedule and has started work on the
second one with 1 day and 4 hours of time already spent.
However, she has started the second task three days later than
scheduled. She clicks Reply in her e-mail application, leaves the
subject line as is, and makes only the following entry in the body of
her reply message for the first task:
Finished (Y/N): Y
For the second task which was originally supposed to start on April
15, she makes the following entries in the same e-mail reply
message:
Start: 18-Apr-2012
Time Spent: 1d 4h
When she sends the message to P6, the schedule is updated with
her progress. The status of the first task is automatically set to
Completed and the status of the second is set to In Progress.
Supporting E-mail Updates with E-mail Statusing Service
Projects may require that P6 users temporarily work in remote locations without access to
the private network where the P6 server resides. Diverse project teams may also exist with
some members updating their tasks using P6, and others using e-mail.
In order to support the updating of assignment status by e-mail, you will need to verify the
following requirements have been met.
To support e-mail updates for your team at your organization:
1) Verify with your administrator that support for e-mail task updates has been deployed
with your P6 application server.
2) Verify that the following items exist in P6:
a. You have a valid user account in P6.
Note: With a valid user account, you can be assigned to activities
as a resource assignment if your user account is associated with a
labor resource, or as an activity owner.
b. Your user account is configured with at least one module access option.
c. Your user account must specify your own unique e-mail address.

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d. Your associated resource has one or more activity assignments (or tasks) for at
least one active project. The e-mail will show tasks that have not yet started, active
tasks in progress, and tasks you completed in the last 30 days.
Note: OBS access to a project is not required in order for a user to
make status updates to their assigned tasks by e-mail.
3) Download and install any e-mail client application or browser to access web mail.
4) Plan your task status by e-mail process with your team and manager. For example,
consider details such as the timing of updates by e-mail versus updates made in P6 or
other P6 Team Member applications to avoid conflicts.
Updating the Progress of Activities Using E-mail
If E-mail Statusing Service is configured at your organization, you can request a list of your
assigned activities using e-mail. Then, you can reply with your status updates.
To update activity status using e-mail:
1) Using any e-mail application, log into the e-mail account uniquely associated with
your user account and resource entry in P6.
2) To request a list of your assignments, send an e-mail message to the P6 status updates
e-mail address specified by your administrator.
3) When you get the list of your assignments as a message in your inbox, open it.
4) (Optional) To update the status of only a single task:
a. Click on the Update this task link.
b. In the resulting form, enter your updates.
c. Click Send.
Note: To save time, try to update the status of all your tasks at the
same time. If your e-mail application does not support bulk inline
e-mail editing in your reply message, you will have to use the
Update this task step for each task.
5) To update the status of one or more tasks at the same time, click Reply.
6) In the reply message:
a. Enter your status updates using the approved formatting.
b. Click Send.
7) A confirmation message will be sent to you after your updates have been processed.
Note: If you need assistance with the options, syntax, or required
formatting of these messages, send an e-mail message with only
the word Help or ? in the subject line to receive more detailed
instructions.

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Updating the Progress of Activities Using P6 Team Member Web
If configured at your organization, P6 Team Member Web provides a way for team
members to view, update progress, and communicate about their assignments. See the
P6 Team Member User's Guide.
Updating the Progress of Activities Using the P6 Team Member for iPhone App
If configured at your organization, the P6 Team Member for iPhone app provides a way
for remote users to view, update progress, and communicate about their assignments.
See the P6 Team Member User's Guide.
About P6 Team Member Status Updates
Project managers need a way to view team member status updates before the updates
are committed to the schedule. The team member status updates feature enables you
to view, update, and approve activity progress captured by resource assignments or
activity owners who status activities using Team Member applications.
When setting up team member status reviews in Project Preferences, you enable reviews
for the project, choose the required reviewer, and choose whether to require reviews for
all activity updates in the project. Status updates can be turned on and off for individual
activities on the Activities page. In addition to setting a reviewer for all activities, you can
set another reviewer for all activities within a specific WBS on the Activities page. The
assigned status reviewer, or a user with Admin or Project superuser privileges can view,
edit, and approve the status updates for the project.
When a resource or activity owner saves a change in a Team Member application, the
change appears in the Review Status Updates dialog box, which is accessed from the
Actions menu on the Activities page, or from the Notifications panel, if enabled. In Team
Member applications, activities and resource assignments are referred to as tasks.
The history of all activity updates made in Team Member applications is captured in the
Update History detail window on the Activities page.

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Working with P6 Team Member Status Updates
If you are assigned the appropriate privileges, you can view, update, and approve team
member status updates.

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Table of Screen Elements
Item Description
Project Filter: To reduce the number of status updates displayed in the
dialog box, choose a single project to view. When you click Accept or
Accept and Close, only the status updates in the view are approved.
Search: Use search as another way to filter the status updates visible in
the dialog box. You can search using any field name. For example, to
view all status updates for a single resource, search on the resource's
name. When you click Accept or Accept and Close, only the status
updates in the view are approved.
Resource Assignment or Activity Owner: These icons indicate
whether the task is assigned to a resource assignment or an activity
owner.
Send E-mail: To e-mail a resource assignment or activity owner, click
the e-mail icon to open a preformatted message in your e-mail
application.
Hold: If you need to obtain more information before you approve the
status update, place the update on hold. Once you click Hold, the status
update will move to the Held category at the top of the dialog box. Click
More... to view the date the status update was held.
Team members can continue to make updates to their tasks even when
the update is in the held state. If a team member makes another update
while the initial status update is in the held state, the data is updated and
a message displays indicating a change was made.
Remove Hold: When you are ready to approve a status update in a held
state, click Remove Hold. The status update will be approved once you
click Accept.
Override: If you need to make a correction to a status update, click
Override. The Pending fields become editable. The updated values will
be saved to the task once you click Accept. If you click Close, a
message will prompt you to save your override values.
Accept and Accept and Close: When you click one of the Accept
buttons all the status updates not in a held state are approved. If a filter is
applied, using a project filter or through the search, only the status
updates in the filtered list are approved.

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Assigning a Status Reviewer to a WBS
Assign a status reviewer to a WBS to enable the reviewer to view team member activity
updates, make changes to the updates, and approve the updates for the selected
activities in the WBS.
You only need to perform this task if the required reviewer is someone other than the
reviewer set at the project level or a user with Admin or Project superuser privileges.
To assign a status reviewer to a WBS:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select a WBS.
b. In the General detail window, double-click the Status Reviewer field.
Note: If the Status Reviewer field is not displayed, click
Customize Columns and select Status Reviewer.
4) In the Select Status Reviewer dialog box, select a reviewer and click OK.
5) If the WBS contains child WBSs, you are prompted with a choice to assign the status
reviewer to all child WBSs in the project. Choose Yes or No.
6) Click Save.
Tips
Team member status reviews must be enabled in Project Preferences to edit the
Status Reviewer field.
A status reviewer is set at the WBS level and applies to each activity included in the
WBS. If a WBS includes child WBSs, the child WBSs will not inherit the status reviewer
assigned to the parent.
Selecting an Activity for Review
Select an activity for review to enable the project manager or assigned status reviewer
to approve the activity when updated by a team member before the status updates are
applied to the project.
To select an activity for review:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select an activity.
b. Select the Review Required option.

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Note: If the Review Required option is not displayed, click
Columns and select Review Required from the General category.
4) Click Save.
Tips
Team member status reviews must be enabled in Project Preferences.
If the Review Required option is not selected, status updates made by team members
are approved automatically. View updates for each activity assigned to a team
member in the Update History detail window.
Reviewing Team Member Status Updates
Review updates your team members made to activities. While reviewing updates, you
can modify the data, approve the status updates, or place a hold on a status update to
reconcile at a later time. You can view status updates for all projects that you are
assigned as a reviewer, or you can view status updates for only the projects that are
open in your Activities view.
Note: Only the fields updated by a team member are displayed in
the Review Status Updates dialog box.
To view status updates:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Review Status
Updates to view status updates for projects open in your current view.
Note: To view status updates for all projects, click the Notifications
button in the footer, if enabled. In the Notifications panel, click on
the pending status updates message, if available.
4) In the Review Status Updates dialog box:
a. To make a change to an activity update:
1. Click Override.
2. Enter a new value.
b. To place a hold on an activity, click Hold.
Note: Team members can continue to make updates to activities
on hold. The status updates will reflect the latest team member
updates.
c. To remove the hold, click Remove Hold.

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d. To save your override updates without accepting all status updates, click Close.
You are prompted to save your changes.
e. To accept all activity updates, including any override updates you made, click
Accept or Accept and Close.
Tips
Pending updates for a project checked out in P6 Professional or opened exclusively
are not displayed until the project is checked in or the exclusive lock is released.
When team members update Actual Units, the updated value for Remaining Units is
displayed when the field is updated by the team member or calculated
automatically. The Remaining Units field is displayed even when the field is not
selected for editing in the project on the Team Member Applications page of the
Project Preferences dialog box.
Sending E-mail to a Team Member About a Status Update
You can send an e-mail to a team member to learn more about an activity update
before you approve the update.
To send an e-mail:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Review Status Updates.
4) In the Review Status Updates dialog box:
a. Locate the status update.
b. Click Send E-mail.
c. Add a message and send the e-mail.
Tips
You must have an e-mail address listed in your user profile to send an e-mail.
The team member assigned to the activity must have an e-mail address listed in their
user profile.
Viewing Team Member Status Updates History
View the history of team member status updates in the detail window for each updated
activity. From the Update History detail window, you can view the history for all activities,
assignments, and steps.
To view the history for status updates:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select an activity.

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b. Click the Update History detail window.
4) In the Update History detail window:
a. In the Show updates for list, choose Activity, Assignments, or Steps.
Note: The list displays pending updates first, followed by held
updates, and then approved updates. Each grouping is sorted by
submitted or approval date.
b. To minimize the list, click Filters and choose to view all approved updates in the
last week, month, or last 3 months.
Note: Pending and held updates will display regardless of the filter
applied.
Tips
Only the data fields updated by a team member are displayed in the detail window.
Fields that were overridden by a project manager show the original value entered by
the team member in parenthesis next to the new value.
About the Auto Compute Actuals Feature
Instead of manually recording actual progress or collecting data from P6 Progress
Reporter users, you can automatically calculate expected progress based on the
schedule plan. This technique, which uses an option called auto-compute actuals, is a
quick and convenient way to update your project.
Working with the Auto-Compute Actuals Feature
You can use the auto compute actuals option to automatically calculate expected
progress based on the schedule plan. The auto compute actuals feature is available for
individual activities, resources, or expenses. Because the auto-compute actuals option is
available for these individual elements, you can choose to selectively perform automatic
progress calculations as needed for your project.
Activities
If you select to compute actuals automatically for an activity, the application calculates
the actual dates, percent complete, remaining duration, and actual and remaining units
for all assigned resources and for the activity expenses.

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Caution: If you are collecting timesheet data for an activity, you
should not choose the auto-compute actuals option. If you
auto-compute actuals for an activity, when you update the
project, actual and remaining units/costs are automatically
updated for all of the activity's assigned resources. If assigned
resources have existing actuals that they reported for the activity
through P6 Progress Reporter, their reported data is overwritten by
the auto-compute calculations.
If you want to automatically update progress for some, but not all, of an activity's
resource assignments, clear the Auto Compute Actuals option for the activity and select
the option for the specific resources you want to update automatically.
Resources
If you select to compute actuals automatically for a resource, the application calculates
the actual and remaining units for all of the resource's assignments.
Note: To turn on the Auto Compute Actuals option for individual
resources, you must have access to the features available through
the Resources section of P6 and have access to the specific
resources through Resource Security privileges.
Expenses
If you select to compute actuals automatically for an expense, the application will
automatically calculate the estimated expenditure for an expense, based on the
schedule plan.
Applying Auto Compute Actuals to Activities
Apply auto compute actuals to activities and P6 will calculate the actual dates, percent
complete, remaining duration, and actual and remaining units for assigned resources
and activity expenses.
To apply auto compute actuals:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the Activity View list and select an activity view.
b. Click the View menu and select Customize View.

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4) In the Customize Activity View dialog box, click the Columns tab.
5) On the Columns tab, expand General in the Available Columns list and double-click
Auto Compute Actuals to add it to the Selected Columns list.
6) In the Customize Activity View dialog box, click OK.
7) On the Activities page:
a. Select the Auto Compute Actuals option for one or more activities.
Caution: If you are collecting timesheet data for an activity, you
should not select the auto compute actuals option. If you auto
compute actuals for an activity, when you update the project,
actual and remaining units/costs are automatically updated for all
of the activity's assigned resources. If assigned resources have
existing actuals that they reported for the activity through P6
Progress Reporter, their reported data are overwritten by the auto
compute calculations.
b. Click the Actions menu and select Save (Ctrl+S).
About Store Period Performance
Using the Store Period Performance feature, you can track actual to date units and
costs. Storing period performance records actuals for the selected financial period along
with earned value and planned value, so you can track previous periods and compare
current and future trends. Users can store period performance for any predefined period
in the Financial Period dictionary.
Storing Period Performance
Use the Store Period Performance feature, to track actual units and costs to date. This
feature allows you to track previous periods and compare current and future trends.
To store period performance:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Store Period
Performance.
4) In the Store Period Performance dialog box, select projects for which you want to
store performance and click Store.

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Tips
To select or clear all projects, select or clear the option at the top of the options
column.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.
About Importing and Exporting Data
Import/Export features allow you to bring data into P6 as well as export data to other
tools when needed.
Available Import Options:
Import Projects from other P6 EPPM users or Microsoft Project
Import Activities
Import Resources
Import Locations
Import Appointments as personal non-work exception time from Microsoft Outlook
and other applications that support the iCalendar format
Available Export Options:
Export Projects
Export Activities
Export Resources
Export Resource Allocation and Cost
Export Risks
Export Project Data to an ERP System
Importing Activities
You can import new activities into a P6 project from a Microsoft Excel (.xls) file.
To import activities:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.

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3) On the Activities page, click the Actions menu and select Import/Export
Import from Excel.
4) In the Import Activities dialog box:
a. Click Import File and select a file from the dialog box.
b. Click Select Project and select a project from the dialog box.
c. Click Import.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
The import file must be in Microsoft Excel (.xls) format.
Exporting Activities to Excel
You can export activity data to a Microsoft Excel (.xls) file.
To export activities:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select a view from the Activity View list.
b. Configure the activity view to determine what data are exported.
c. Click the Actions menu and select Import/Export Export to Excel.
4) In the File Download dialog box, click Open to open the Excel spreadsheet or Save to
save the file to your computer.
Tips
All data, except grouping row information, are exported as they appear in the current
activity view.
Creating Import Templates for Importing Activities
Create a Microsoft Excel template to use when importing new activities into a P6 project.
To create import templates:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:

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a. Select an activity view from the Activity View list and configure it to include the
columns you want in the import template.
b. Click the Actions menu and select Import/Export Create Import Template.
4) In the File Download dialog box, click Open to modify the template or click Save to
save and close it.
Tips
The import template is created as a Microsoft Excel file with the default file name,
ExportDataToSpreadsheet.
When you select columns for your activity view, include Activity ID or Activity Name to
ensure that these fields are added to the import file spreadsheet. These fields are
required in the spreadsheet to ensure that activities added during import are uniquely
identified in your project when the import has completed.
If a duplicate activity name exists, it will be added again as a new activity.
In the import file, column order is irrelevant and the data fields you import are not
required to match the columns in your current activity view. Data for import is
identified by the internal names of the data fields in the first row of the spreadsheet.
The import process will start at the first tab of the import file, regardless of the tab
name.
Blank rows are ignored.
The import file contains two rows of column headings that match the columns you
previously selected to display in the table or Gantt chart. The first row of headings
identify the data to be imported into each column of your activity view. Do not
change the content in columns of the first row. The second row contains descriptive
information that is not used by the import process. You can modify the content in the
second row.
If values are not provided for mandatory fields, such as the date field, a default value
will be set and corresponding data will be imported.
Although the activity view is limited to 30 columns, you can add columns to your
spreadsheet to import more than 30 fields of data.
All activity fields except for non-editable fields are available for import. Examples of
non-editable fields include: expenses, notebook topics, predecessors, resource IDs,
resource names, role IDs, steps, and successors. Non-editable columns display an
asterisk (*). You cannot import data for these fields. At least one editable field must be
provided in a row of the import file for an activity to be imported.
If an Enterprise Data field value does not exist for a Global Activity Code, Enterprise
Project Structure (EPS) Activity Code, Project Activity Code, Calendar, Cost Account,
or Primary Resource, the assignment will not be added.
Secure activity codes are not imported, even if the column exists in the spreadsheet.
Durations with abbreviations that match the abbreviations set on the Time Periods
page of the Application Settings page are imported.

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About Relationship Lines
Relationship lines graphically illustrate the links between activities in Gantt charts and
Activity Networks. Whether the relationship line is connected to the beginning or end of
an activity bar determines the type of relationship. See About Relationships (on page
347) for more information on relationships.
About Progress Lines
A progress line is a way to graphically trace progress on activities and see how a project
is performing with regard to its scheduled deadlines. When a progress line is drawn to the
left of the data date, the activity is behind schedule. When a progress line is drawn to the
data date, the activity is on schedule. When a progress line is drawn to the right of the
data date, the activity is ahead of schedule.
Progress lines can be either progress point lines or variance lines. As a progress point line,
the progress line shows either the remaining duration of an activity or the percent of the
activity that has been completed. Progress points are determined by calculating the
difference between current and baseline dates for each activity, or based on actual
progress determined by each activity's remaining duration or percent complete. As a
variance line, the progress line can represent an inconsistency between the planned
and actual start dates or finish dates of a task.
About Resources
A resource is any quantifiable item in limited supply and of sufficient value to justify
tracking and assigning to specific activities for a project. Resources include general or
specialized labor, non-labor items such as equipment, and material items such as bricks.
Resources perform roles, if defined. Resources are indirectly assigned to activities by first
planning the role required. It is also possible to directly assign resources to activities. For
example, Chris, a level 2 contractor with the confirmed skills and status, is directly
assigned to activity 01. However, a technician level 4 role is assigned to activity 02. The
project will proceed while management determines the best available resource to fulfill
this role.
Assigning Resources to an Activity
Perform these steps to assign one or more resources to an activity.
To assign resources to an activity:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select the activity to which you want to assign one or more
resources and click the Assignments detail window.
4) In the Assignments detail window, click Assign Resource and Save (Ctrl+Alt+R).

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5) In the Select Resource dialog box:
a. Select the resource and click Assign.
b. Select any additional resources needed for the activity and click Assign.
c. Click Close when you are finished.
Tips
When assigning resources to activities, the list of available resources includes only the
resources that belong to your access node, based on resource access, and
resources who are currently assigned to the project.
When you assign a resource to an activity that does not have any resource
assignments, the resource is identified as the primary resource. If you subsequently
assign more resources to the same activity, you can change the primary resource
assignment for the activity by selecting the Primary Resource option for one of the
resources in the Assignments detail window. If the Primary Resource option is not
displayed in the Assignments detail window, click Customize Columns, select
General and click Primary Resource.
Assigning a Resource to Multiple Activities
Perform these steps to assign a resource to multiple activities at one time.
To assign a resource to multiple activities:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, use Ctrl+click to select one or more activities to which you
want to assign a resource.
4) Click the Actions menu and select Assign Resource.
5) In the Select Resource dialog box:
a. Select the resource and click Assign.
b. If you have another activity to staff:
1. On the Activities page, click on the activity.
2. In the Select Resource dialog box, select the resource and click Assign.
c. Click Close when you are finished.
Tips
To view all resources assigned to an activity, click the Assignments detail window.
When assigning resources to activities, the list of available resources includes only the
resources that belong to your access node, based on resource access, and
resources who are currently assigned to the project.

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When you assign a resource to an activity that does not have any resource
assignments, the resource is identified as the primary resource. If you subsequently
assign more resources to the same activity, you can change the primary resource
assignment for the activity by selecting the Primary Resource option for one of the
resources in the Assignments detail window. If the Primary Resource option is not
displayed in the Assignments detail window, click Customize Columns, select
General and click Primary Resource.
Configuring Activity Resources
You can configure resource information for activities, including the Planned Units/Time,
Proficiency, or Rate Type for a resource.
To configure activity resources:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Assignments detail window.
4) In the Assignments detail window:
a. Select a resource.
b. Add or remove the columns you need to configure to the detail window.
c. Select an option or enter a value for each field.
d. Click Apply Changes (Ctrl+S).
Tips
You can also configure activity resources from the Open Requests for Resources portlet
of the Dashboards page.
Adding Activity Resource Estimates
You can plan resource usage by adding resource estimates to activities.
To add resource estimates:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Assignments detail window.
4) In the Assignments detail window:
a. Assign a resource or role to the selected activity.
b. Add the Planned Units/Time, Planned Units, Planned Cost, and Planned Duration
columns to the detail window.
c. Select an option or enter a value for each field.
d. Click Apply Changes (Ctrl+S).

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Requesting Resources for Activities
When planning for an activity, you can assign a role to the activity and replace that role
with the appropriate resource at a later time. To assign a role with specific search criteria,
including role proficiency, resource name, and resource code, use the Request
Resources feature.
To request resources:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Assignments detail window.
4) In the Assignments detail window, click Request Resources (Ctrl+Alt+Q).
5) In the Open a request for a resource dialog box, enter criteria for the resource and
click Save.
Tips
The list of available resources includes only the resources you have access to, based
on resource security, and current project resources.
You must specify a Primary Role.
The resource request criteria is stored and available when assigning resources to roles.
To view resource request criteria, click the Yes link in the Search Criteria field.
Specifying Resource Assignment Rates
You can set rate information for resources or roles.
To specify resource assignment rates:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity in the table and click the Assignments detail
window.
4) In the Assignments detail window:
a. Add the Rate Type and Rate Source columns.
b. Select an option for the type and source.
c. Click Apply Changes (Ctrl+S).
Tips
When you save your changes, costs for the assignment are recalculated based on the
new rate: Cost equals Units times Price/Unit. You can add the Price/Unit column to the
detail window to view the price used. To manually specify a price/unit, select Override in
the Rate Source field and type a value in the Price/Unit field.

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Assigning Resource Curves to Resource or Role Assignments from the Activities Page
You can assign a resource distribution curve to any resource or role assignment on
activities with a duration type of Fixed Duration and Units/Time or Fixed Duration & Units.
Resource usage and costs are distributed evenly during an activity unless you specify
nonlinear distribution using curves.
To assign a resource curve:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, to set the Duration Type to Fixed Duration and Units/Time or
Fixed Duration & Units, click the View menu and select Columns. (If the Duration
Type is already set, select an activity and go to step 5.b.)
4) In the Customize Columns dialog box:
a. Expand General in the Available Columns section.
b. Double-click Duration Type.
c. Click OK.
5) On the Activities page:
a. Select Fixed Duration and Units/Time or Fixed Duration & Units from the Duration
Type list for the activity whose curve you want to configure.
b. Click the Assignments detail window.
Note: You must assign a resource or role to the activity.
6) In the Assignments detail window, double-click the Curve field, and click .
7) In the Select Curves dialog box, select a curve and click OK.
8) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
If you assign a resource curve to an assignment with a manual curve, the
manually-entered future period values will be overwritten.
Resource curves do not support expenses. The Accrual Type will continue to spread
the expenses.
If the Curve column is not available, add it to the detail window.
You can also assign resource curves to resource or role assignments from the
Resources Assignments page.
Assigning Resources to Unstaffed Activities
You can assign resources to activities that currently have no resources.
To assign resources to unstaffed activities:
1) Click Projects.

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2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click the Organized By list and select Roles.
c. In the left pane, expand a project and select a role.
d. In the right pane, select the Spreadsheet option and click a project.
4) In the Resources dialog box:
a. Select the Unstaffed option to display the unstaffed activities for this project.
b. Select the Select option for each unstaffed activity to which you want to assign
the same resource.
c. Click Assign Resource and assign a resource from the dialog box.
d. Click Close.
Tips
The list of resources you can select from is determined by your resource access
privileges and individual resource's current project association.
To review allocation details before assigning, in the Select Resource dialog box, select
a resource and click Show Detail.
To save time, you can search for resources who meet specific requirements.
You can also assign resources to activities from the Assignments detail window of the
Activities page, the Open Requests for Resources portlet of a dashboard, or the Roles
tab of the Administration page of the Resources section.
Searching Resources
You can search for resources to assign to one or more activities.
To search resources:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click the Organized By list and select Roles.
c. In the left pane, expand a project and select the role that the resource must be
able to fill.

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d. In the right pane, select the Spreadsheet display option and select the project that
contains the activities to which you want to assign resources.
4) In the Resources dialog box:
a. Select the Unstaffed and Staffed option to show all available activities in that
project.
b. Select the Select option for the activities to which you want to assign resources
and click Search.
c. In the Define Search Criteria section, specify search criteria.
d. In the Define Sort Criteria section, specify criteria to sort the resources.
Note: You must select Sort results by availability to enable the
options in this section.
e. Click Save as Template if you would like to use this criteria as a template in the
future.
f. Click Run Search to display the resources that match these requirements.
g. In the list of Resource Search Results:
If you find a desirable resource, select the Select option for the resource and
click Assign Resource.
If you did not find a desirable resource, click Search and begin the search
again.
h. When you are finished, close the Resources dialog box.
Tips
To search using a template, click Select Template in the Resources dialog box and
select a template from the dialog box.
To return to the resource staffing list, click Resource Staffing in the Resources dialog
box.
You can also search resources from the Resource Search Criteria page of the Open
Requests for Resources portlet of the Dashboards page.
In the search criteria, if you specify a primary role and no other role, only those
resources who are available and are assigned that primary role will be included in the
search results. To find all available resources who have the specified role assigned,
even if it is not their primary role, leave the primary role text entry box blank and type
the role you want to search for in the second text entry box of the role criteria section.
About the Recalculate Assignment Costs Feature
Whenever any of the five (5) possible price per unit values changes for a resource or role
already assigned to activities, run the Recalculate Assignment Costs feature. This feature
recalculates any changed assignment costs.

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You should also run this feature during scheduling or leveling because dates will change
and resources might be using time varying rates. This means their activities can shift into
periods with different effective prices. Therefore, the costs would have to be
recalculated.
The Recalculate Assignment Costs feature only applies to currently open projects. This
provides project managers with control over recalculating costs only when prices have
changed.
When another user changes prices for resources or roles, P6 will display a message
indicating that the Recalculate Assignment Costs feature should be run in order for
project assignments to use the new values.
This feature can be run at any time from the Activities page or scheduled as a service.
Recalculating Assignment Costs
Recalculate assignment costs to update price per time values on activities. This ensures
that project costs reflect any updates.
To recalculate assignment costs:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select an activity.
b. Click the Actions menu and select Run Recalculate Assignment Costs.
4) In the Recalculate Assignment Costs dialog box:
a. (Optional) Select the Synchronize Overtime Factor option to synchronize the
overtime factor defined for each resource when recalculating costs.
b. Click Recalculate.
Tips
When activity dates change, run Recalculate Assignment Costs to update resource
costs based on the new dates.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.

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Configuring Resource Leveling Options and Priorities
Level resources in your project schedules to ensure that resource demand does not
exceed resource availability. To handle scheduling conflicts that might occur during
leveling, you can add priorities that specify which project or activity is leveled first. Before
leveling, configure the options and priorities specified in the steps below.
To configure resource leveling options and priorities:
1) Click Projects .
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click the View menu and select Columns.
4) In the Customize Columns dialog box, expand the General section in the Available
Columns list and double-click Project Leveling Priority to add it to the Selected
Columns list and click OK.
5) On the EPS page:
a. Enter a value in the Project Leveling Priority field for each project.
Note: Enter a value from 1, the highest priority, to 100, the lowest.
The default is 10.
b. Click the Actions menu and select Save (Ctrl+S).
6) On the Projects navigation bar, click Activities.
7) On the Activities page, click the View menu and select Columns.
8) In the Customize Columns dialog box, expand the General section in the Available
Columns list and double-click Activity Leveling Priority to add it to the Selected
Columns list and click OK.
9) On the Activities page:
a. Enter a value in the Activity Leveling Priority field only for those activities that
require a specific change to their leveling priority. For example, a Normal activity
might become a Top priority.
b. Click the Actions menu and select Run Leveler... (Shift+F9).
10) In the Level Resources dialog box, click the Options tab.
11) On the Options tab:
a. Select the Consider assignments in other projects with priority equal or higher than
option and select a value from the list to include in the leveling process projects
that are not currently open, but that do fit the required priority level.
b. Select or clear the Preserve scheduled early and late dates option to determine if
the leveling process can alter activity dates or not. If you select this option,
configure the options it enables.
c. Select or clear the Recalculate assignment costs when leveling option to
determine if the application should automatically recalculate assignment costs if
they are affected by the leveling.

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d. Select the Display leveling log upon completion option if you would like to see a
summary of activities delayed by leveling and exceptions made for critical
activities.
e. In the Leveling Priorities section, specify priorities that will be used to level the
activities. Add priorities in the order in which you want the application to consider
them. For each priority you add, repeat the following steps:
1. Click Add.
2. In the Field Name list, select Project Leveling Priority, Activity Leveling Priority, or
another field.
3. In the Sort Order list, select Ascending, Descending, or, for some fields,
Hierarchy.
12) In the Level Resources dialog box, click the Resources tab.
13) On the Resources tab, select an option and click Save.
Note: If you select Selected Resources, add resources to the
Selected Resources list from the Available Resources list.
Tips
You cannot edit the Project Leveling Priority of a project if you do not have the
appropriate security privileges or if the project is checked out or opened exclusively by
another user.
Leveling Project Resources
Level one or more projects whenever the required shared or critical resources have
limited supply or availability or to generally keep resource usage at a constant level. For
example, when a resource has been assigned to more than one activity during the same
time period, level the projects to eliminate potential resource over-allocation. In short,
resource leveling re-distributes work among other available resources.
To level resources in one or more projects:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Leveler...
(Shift+F9).
4) In the Level Resources dialog box:

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a. Select the Options tab to configure resource leveling options and set optional
leveling priorities to specify which assignments are leveled first when a conflict
exists.
b. Select the Resources tab to specify which resources should be leveled.
c. (Optional) Click Save to save your settings and close the dialog box.
d. Click Level.
Tips
Using the Project Scheduled Services page, you can configure scheduled services to
have the application level resources automatically.
These services are removed from the database based on the ASAP Cleanup Rate
your P6 administrator specifies on the Configurations tab in P6 Administrator
application. Once the time is met all ASAP jobs that have a status other than running
or delegated will be removed from the table automatically. Running and delegated
jobs will be removed if they are older than the cleanup rate or if they are older than
one day, whichever is greater.
About the Check Resource Overallocation Service
Project managers and resource managers need a way to easily identify resource
bottlenecks that could jeopardize the outcome of a project. The Check Resource
Overallocation service provides an efficient way to identify and resolve overallocated
resources.
The Check Resource Overallocation service generates a report listing all resources
assigned to activities in the projects open in your current view who have exceeded
capacity for the selected time period. You can edit the resource assignments directly in
the report or from the Activities page or Resource Assignments page.
Note: Template projects, Requested projects, and What-if Scenario
projects are not included in the Check Resource Overallocation
service.

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Working with the Check Resource Overallocation Service
Use the Check Resource Overallocation service to identify resources that are
overallocated during a specified time period.

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Table of Check Resource Overallocation Service Elements
Item Description
You initiate the Check Resource Overallocation service from the Actions
menu on the Activities page.
The Publish Project service runs on all projects open in your view to ensure
the latest project data is used when calculating resource utilization. If a
resource is assigned to a project that is not open in the current view, the
resource data as of the last publish project run date is used.
To view the status of the Check Resource Overallocation service, click
View Service Status on the Actions menu to open the Service Status
dialog box.
The results of the Check Resource Overallocation service are displayed in
the the Notifications panel. Click the Notifications button to view the
panel. If an overallocation is identified, you can click on the message
text to open the Overallocation Report.
You can make updates directly to this report, including reassigning
resources, changing assignment dates, updating units, or updating the
remaining time/units.
Checking for and Resolving Overallocated Resources
Run the Check Resource Overallocation service to identify where resource demand
exceeds availability.
Note: Template projects, Requested projects, and What-if Scenario
projects are not included in the Check Resource Overallocation
service.
To run the Check Resource Overallocation service:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the Actions menu and select Run Check Resource
Overallocation....
4) In the Check Resource Overallocation dialog box:
a. Select a date to begin the overallocation check.
Note: The service checks from the beginning of the week. If you did
not select the first day of the week, the service will automatically
begin on the first day of the selected week.
b. Select the number of months to include in the overallocation check.

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c. Click Run.
The results of the Check Resource Overallocation service are displayed in the
Notifications panel after the service has run.
5) In the footer, click the Notifications button.
6) In the Notifications panel, if overallocations exist, click on the overallocated resources
message.
7) In the Overallocation Report dialog box, review the time periods and the activities
where the overallocation occurs. You can make adjustments directly on the report.
Note: The allocation data for projects not open in the current view
is represented as Projects: Other Projects in the report.
Tips
Enable Publication must be turned on for all projects you want to include in the
Check Resource Overallocation service run. On the EPS page, select a project, click
the Actions menu and select Set Project Preferences.... Click Services and
select Enable Publication.
To check the status of the Check Resource Overallocation service, on the Activities
page, click the Actions menu and select View Service Status.
If Check Resource Overallocation is not enabled, either:
 none of the projects in your view have Enable Publication turned on, or
 the Enable Publish Projects application setting is not enabled. Contact your
administrator.
About Roles
Roles represent personnel job titles or skills needed to execute projects. Architect,
general laborer, quality assurance tester, and engineer are all examples of possible roles.
You can create a standard set of roles that you then assign to labor and non-labor
resources and activities for all projects in the organization. You can establish an unlimited
number of roles and organize them in a hierarchy for easier management and
assignment. The set of roles you assign to an activity defines the activity’s skill
requirements. You can also define multiple price per unit rates and unit per time limits for
each role to accurately plan future costs and allocation.
You can assign one or more roles to individual resources. When you assign roles to a
resource, you also indicate their proficiency in that role and identify which role is their
primary role. A primary role is the main role the resource is currently performing. The
proficiency level describes the resource's skill level in that role. For example, Joe is a
resource and fills the role of both software engineer and manager. He has been a
software engineer for 20 years and is 1 - Master in that role; however, his primary role is
manager, which he has been for 5 years and his proficiency level is 3- Skilled.

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Assign roles to activities as you would resources during project schedule and cost
planning. When your plans are finalized, you can replace roles with resources, based on
each activity’s role and skill requirements.
Assigning Roles to an Activity
Assign roles to an activity to show which roles are needed to perform the work required
for an activity. Perform these steps to assign one or more roles to an activity.
To assign roles to an activity:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Assignments detail window.
4) In the Assignments detail window, click Assign Role and Save (Ctrl+Alt+O).
5) In the Select Role dialog box:
a. Select a role and click Assign.
b. Repeat for any additional roles you want to assign to the activity.
c. Click Close when you are finished.
Tips
The Assignments detail window enables you to see all resources and roles assigned to
any activity. You can also assign roles to an activity from the Actions menu on the
Activities page.
Assigning a Role to Multiple Activities
Assign roles to an activity to show which roles are needed to perform the work required
for an activity. Perform these steps to assign a role to multiple activities at one time.
To assign a role to multiple activities:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, use Ctrl+click to select one or more activities to which you
want to assign a role.
4) Click the Actions menu and select Assign Role.
5) In the Select Role dialog box:
a. Select the role and click Assign.
b. Click Close.
Tips
When the Select Role dialog box is open, you can click on any activity on the
Activities page to assign a role.

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To view all roles and resources assigned to an activity, select the activity, then click
the Assignments detail window.
Configuring Activity Roles
You can configure role information for activities.
To configure activity roles:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Assignments detail window.
4) In the Assignments detail window:
a. Select a role.
b. Add or remove the columns you need to configure to the detail window.
c. Select an option or enter a value for each field.
5) In the Assignments detail window, click Apply Changes (Ctrl+S).
Tips
You can also configure activity roles from the Open Requests for Resources portlet of the
Dashboards page.
About Activity Owners
Users in P6 can be designated as activity owners. An activity owner who has Projects
module access and the required privileges can update the status and other details for
their assigned activities.
When adding an activity to a project, the activity can be assigned an activity owner or a
resource assignment. Activity owners are typically used when resource assignments are
not used for reporting status on activities, or when one person is responsible for reporting
for a team or a crew. For example, a construction foreman is assigned as an activity
owner and is responsible for reporting status on the progress for the entire crew.
This feature can be used in combination with Reflection projects in P6 Professional to
enable controlled merging of contractor schedules with activity owner schedules.
Activity Owners can report status on activities in P6 or in P6 Team Member applications. If
status is reported in P6 Team Member applications, project managers can turn on Team
Member status reviews and review, update, and approve the activity updates in P6.
Assigning an Activity Owner to an Activity
Assign an activity owner to an activity to designate a user who is responsible for reporting
status on the activity.
To assign an activity owner to an activity:

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1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select the activity to which you want to assign the activity owner.
b. Double-click the Owner field.
4) In the Select Owner dialog box, select a user and click OK.
Tips
An activity owner must be a P6 user with Projects module access and the required
privileges.
About Documents
A document is a file or work product that you create and add to your Primavera work
environment. The application provides document management capabilities that enable
you to store, organize, manage, and access documents in a secure environment. The
available document management functionality depends on your configuration. When
the content repository is configured, the complete set of advanced document
management capabilities is available, including check in, check out, and document
reviews. When the content repository is not configured, a limited set of document
management features is available, such as adding, deleting, and relating items to
documents.
When an optional content repository is installed, P6 supports up to three general classes
of documents: project, private, and workgroup. Project documents are documents that
you relate to a project via P6. Only users with the necessary securities can edit project
documents. Private documents are documents that you add to P6 for your own use.
Private documents are not associated with any project and are available only to you.
Workgroup documents are documents that are added to a specific project workgroup.
These documents are available only to members of the workgroup.
When the content repository is not configured for use with P6, you can perform limited
actions on project documents only, and private and workgroup documents are not
available.
Assigning Documents to Activities
You can assign relevant documents to activities, projects, and WBSs.
To assign documents:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Documents detail window.
Note: To assign a document to a project or WBS, select a project or
WBS in place of an activity.
4) In the Documents detail window, click Assign (Insert).
5) In the Select Document dialog box, assign documents and click Close.
6) On the Activities page, click the Actions menu and select Save (Ctrl+S).
About Expenses
Expenses are non-resource costs associated with a project and assigned to a project’s
activities. An expense is typically a one-time expenditure for non-reusable items.
Expenses are project-specific and not time-based. Some examples include facilities,
travel, consulting, and training. Each expense has an actual, remaining, and at
completion value for both cost and units that is either budgeted or planned.
Expense categories classify and standardize expenses, and organize and maintain your
expense information.
Creating Expenses
Create expenses to show costs that you expect each activity to accrue.
To create expenses:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Expenses detail window.
4) In the Expenses detail window:
a. Click Add Expense Item (Insert).
b. Enter a name in the Expense Item field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Configuring Expenses
Configure expenses to update costs associated with an activity.

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To configure expenses:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Expenses detail window.
4) In the Expenses detail window:
a. Select an expense.
b. Add or remove columns as needed to configure to the detail window.
c. Select an option or enter a value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Configuring Auto Compute Actuals for Expenses
You can configure auto compute actuals for activity expenses.
To configure auto compute actuals:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Expenses detail window.
4) In the Expenses detail window:
a. Select an expense item.
b. Select the Auto Compute Actuals option in the Auto Compute Actuals column.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
If the Auto Compute Actuals column is not displayed, add it to the detail window.
About Feedback
Feedback is the exchange of activity-specific notes between team members. Notes are
added to activities either to or from the resource.

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Adding Feedback
Add feedback to or from an activity resource for selected activities.
To add feedback:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select the activity about which you want to add feedback
and click the Feedback detail window.
4) In the Feedback detail window:
 If you are the resource, click the field under Feedback from Resources, enter
feedback, and click Add.
 If you are not the resource, click the field under Notes to Resources, enter
feedback, and click Add.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
Once added, feedback cannot be modified.
Anyone with rights to view the activity can read the feedback.
Adding the New Feedback Column
Add the New Feedback column to act as a visual cue when there are new notes in the
Feedback detail window.
To add the feature feature:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, click the View menu and select Columns.
4) In the Customize Columns dialog box:
a. Expand Timesheet Feedback in the Available Columns list and double-click New
Feedback to add it to the Selected Columns list.

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b. Click OK.
Acknowledging Feedback
Acknowledge feedback you receive to show that you have seen comments about an
activity. If the New Feedback column is not visible, add it to your table or Gantt chart.
To acknowledge feedback:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select the activity with new feedback. (The new New Feedback column option
will be selected.)
b. Click the Feedback detail window to read and respond to the feedback.
c. Clear the option to acknowledge you have read the feedback.
d. Click the Actions menu and select Save (Ctrl+S).
Tips
The message is displayed with the timestamp when the note was sent and the name of
the sender.
About Duration Types
Duration type is the basis for estimating an activity's completion time. It determines
whether the schedule, resource availability, or costs are most important when updating
activities. The duration type applies only when you have at least one resource assigned
to the activity. Select one of the following duration types based on which factor is most
important (least flexible) in planning your project: Fixed Duration & Units/Time, Fixed
Duration & Units, Fixed Units/Time, or Fixed Units.
Fixed Duration & Units/Time or Fixed Duration & Units: Indicate that the schedule is a
limiting factor in your project. The activity's duration does not change regardless of
the number of resources assigned when you modify or update activities. You usually
select one of these duration types when you are using task-dependent activities.
When you update the remaining duration for the activity, you can select to calculate
either the remaining units or the units per timeperiod. The duration type enables you
to control which variables of an equation are calculated when you change a value.

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If you want to recalculate the remaining units and keep the units/time for the
resource constant, select Fixed Duration & Units/Time. The application uses the
equation: Remaining Units = Units/Time x Remaining Duration. For example, if a
resource is assigned to an activity for 8 hours/day for 5 days, the remaining units or
work is calculated as 40 hours.
If instead you want to keep the remaining units constant and recalculate the
units/time, select Fixed Duration & Units. The application uses the equation: Units/Time
= Remaining Units/Remaining Duration. For example, if a resource is assigned to work
40 hours in 5 days, the units/time is calculated as 8 hours/day.
Fixed Units/Time: Indicates that resource availability is the most critical aspect of your
project. In this case, the units/time or rate of the resource remains constant, even if
the activity's duration or work effort changes. You most often use this duration type
when you are planning resource-dependent activities.
Fixed Units: Indicates that the budget (units or cost) is a limiting factor; that is, the total
amount of work is fixed. When you update activities, the work effort required to
complete the activity does not change, even if the activity's duration or the resource
rate changes. Typically, you would use this type in conjunction with
resource-dependent activities. Increasing resources can decrease the activity
duration.
Working with Duration Types
Duration type options
Duration type determines whether the schedule, resource availability, or cost is most
inflexible when calculations are performed to reflect activity progress. Duration type
affects update calculations only when resources are assigned to an activity.
Choose a duration type based on which factor is the most important, or least flexible, in
planning your project.
 If schedule is most important, choose Fixed Duration and Units/Time or Fixed
Duration and Units.
 If resource availability is most important, choose Fixed Units/Time.
 If total work effort or fixed costs are most important, choose Fixed Units.
About Constraints
Constraints are recognized real-world restrictions that affect project performance. Any
factor that potentially delays when an activity can be scheduled is a constraint. The
most typical constraints are date restrictions. Constraints can apply to the entire project
or only to individual activities and can even reflect external project requirements that
cannot be built into the network logic. Some examples of constraints are: must finish by
(project-level constraint) and start on or after (activity-level constraint).

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Working with Activity Constraints
P6 supports the following types of activity constraints:
Start On: Imposes the specific start date you select. The Start On constraint can delay an
activity's early start or move forward an activity's late start to satisfy the constraint date.
Start On or Before: Defines the latest date an activity can start. This constraint only affects
late dates and can decrease total float. When calculating a schedule, P6 imposes the
start on or before constraint in the backward pass only if the calculated late start date
will be later than the imposed date.
Start On or After: Defines the earliest date an activity can begin. This constraint affects
only early dates. When calculating a schedule, P6 imposes the start on or after constraint
in the forward pass only if the calculated early start date will be earlier than the imposed
date.
Finish On: Imposes the specific finish date you select. The Finish On constraint can delay
an activity's early finish or move forward an activity's late finish to satisfy the constraint
date.
Finish On or Before: Defines the latest time an activity can finish. The finish on or before
constraint affects only late dates.
Finish On or After: Defines the earliest date an activity can finish. The finish on or after
constraint reduces float to coordinate parallel activities, ensuring that the finish of an
activity is not scheduled before the specified date. It is usually applied to activities with
few predecessors that must finish before the next phase of a project.
As Late As Possible: Imposes a restriction on an activity with positive float to allow it to
start as late as possible without delaying its successors. When calculating a schedule, P6
sets the activity's early dates as late as possible without affecting successor activities. This
option disables the calendar icon.
Mandatory Start: Imposes the early and late start dates you select. P6 uses the
mandatory early start date regardless of its effect on network logic. A mandatory early
start date could affect the late dates for all activities that lead to the constrained activity
and all early dates for the activities that lead from the constrained activity.
Mandatory Finish: Imposes the early and late finish dates you select. P6 uses the
mandatory finish date regardless of its effect on network logic. This constraint affects the
late dates for all activities that lead to the constrained activity and all early dates for the
activities that lead from the constrained activity.

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About Issues
Issues are perceived problems within a schedule that require attention or corrective
action. When you create them in the Activities section, you can associate them with a
single project or workgroup and assign them to a responsible manager in the OBS for
follow-up based on priority. You can also associate issues with a single activity. When
adding new issues to a project or workgroup, you can control the information you
capture for each new issue. You can choose to receive e-mail notifications when new
issues of a certain priority are added, when existing issues are modified, or when issues
are assigned a specific issue code.
You can also think of issues as impediments, action items, open items, punch lists, logs, or
concerns. Over time, if you do not resolve or close open issues or issues placed on hold,
they can become risks.
Issue codes enable you to organize and categorize issues in a way that is meaningful to
you. For example, you can create an issue code titled Severity, and subsequently create
issue code values: High, Medium, and Low. You can assign each of these code values to
issues across multiple projects, enabling you to categorize each issue according to how
severe it is. Similarly, you can create codes to categorize issues by responsibility,
subproject, or any other classification you require to organize issues. Assigning issue
codes enables you to quickly search for and view issues according to specific criteria.
Creating Activity Issues
Create activity issues to identify problems that must be addressed before a project can
be completed.
To create activity issues:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Issues detail window.
Note: To create a project or WBS issue, select a project or WBS in
place of an activity.
4) In the Issues detail window:
a. Click Add Issue (Insert).
b. Enter or select a value for the Issue Name, Priority, Status, and Responsible
Manager fields.

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5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips:
You cannot add an issue to a project that is checked out or locked.
The application automatically names the issue New Issue. Update the issue so it has a
unique name.
Configuring Activity Issues
Configure activity issues to account for changes since the last update on the issue.
To configure activity issues:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Issues detail window.
Note: To configure a project or WBS issue, select a project or WBS in
place of an activity.
4) In the Issues detail window:
a. Select an issue.
b. Add or remove the columns you need to configure to the detail window.
c. Select an option or enter a value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
About Notebooks
A notebook is another name for a log or binder of electronic details about an activity,
WBS, project, or EPS element. All the notes users enter or paste into the notebook,
including e-mail messages, web links, tables, and other entries, share a single common
theme called a notebook topic. See About Notebook Topics (on page 249).
Working with Notebooks
Notebook topics are created by the administrator on the Enterprise Data page of the
Administer menu. These topics are then assigned to activity, WBS, project, or EPS node
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About Notebook Topics
Notebook topics help multiple users apply a common theme or label to shared
information about an activity, WBS, project, or EPS element such as its purpose,
completion instructions, or other helpful notes. For example, you might copy an e-mail
message, a web link, a table of observations, and a series of text notes into a notebook
topic called Budget Recommendations to capture the ongoing cost impacts of a
recurring project.
Assigning Notebook Topics
Depending on the page you are working on, you can assign notebook topics to a
selected project or activity.
To assign a notebook topic to a project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select a project or EPS node and click the Notebooks detail
window.
4) In the Notebooks detail window, click Assign (Insert).
5) In the Select Notebook Topic dialog box, select a notebook topic, click Assign, then
Close.
6) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also create notebook topic descriptions. In the Notebooks detail window,
double-click the Description field and click (browse). Enter a description in the
dialog box.
You can also assign notebook topics to activities from the Notebooks detail window
of the Activities page or the Activity Details page of the Open Requests for Resources
portlet of the Dashboards page.
About Relationships
A relationship defines how an activity relates to the start or finish of another activity or
assignment. An activity can have as many relationships as necessary to model the work
that must be done. These relationships are used together with activity durations to
determine schedule dates. Relationships can also exist between activities in different
projects; this type of relationship is referred to as an external relationship.
Activities that are dependent on one another are known as predecessors and
successors, where the first activity is the predecessor and the second is the successor.
Between these two types of activities, there are four possible relationship types:
Finish to Start: The successor activity cannot start until its predecessor finishes.

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Finish to Finish: The successor activity cannot finish until its predecessor finishes.
Start to Start: The successor activity cannot start until its predecessor starts.
Start to Finish: The successor activity cannot finish until its predecessor starts.
A permitted modification to these logical relationships is called lag. Lag values can be
positive numbers (a delay, slower, deceleration of progress) or negative numbers (lead
time, faster, acceleration of progress). For example, in a Finish to Start relationship, if you
specify a ten-day lag (+10), the successor activity cannot start until ten days after the
predecessor has finished. Likewise, if you specify a negative ten-day lag (–10), the
successor activity could start ten days before the related predecessor activity finishes.
Creating Activity Relationships
Create activity relationships to show interdependencies between activities.
To create an activity relationship:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the View menu and select Gantt Chart.
b. Click the View menu and select Show Relationship Lines.
Note: If Hide Relationship Lines is displayed in the View menu,
the lines are already set to show. Exit the menu and return to the
Gantt chart.
c. Right-click the bar to which you want to assign a relationship and click Create
Relationship.
Note: Your cursor will become a cross.
d. With the cross, click the beginning or end of the bar and then click the beginning
or end of the bar you want to relate.
Note: Where you click each bar determines the type of
relationship. See About Relationships (on page 347).
e. Click the Actions menu and select Save (Ctrl+S).

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Tips
You can scroll through the Gantt chart while your cursor is a cross to find a related bar.
To delete a relationship, right-click the relationship line and select Delete Relationship.
If multiple projects are open, you can create external relationships.
You can also view or configure existing predecessor or successor relationships, from
the Predecessors or Successors detail windows.
Configuring Activity Relationships
Configure activity relationships to adjust interdependencies between different activities.
To configure activity relationships:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Click the View and select Gantt Chart.
b. Click the View menu and select Show Relationship Lines.
Note: If Hide Relationship Lines is displayed in the View menu,
the lines are already set to show. Exit the menu and return to the
Gantt chart.
c. Right-click the relationship line of the relationship you want to configure and click
Edit Relationship.
4) In the Edit Relationship dialog box, configure the relationship type and lag and click
OK.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also configure predecessor and successor relationships from the Predecessor
and Successor detail windows.
Assigning Predecessor Relationships
You can assign predecessor relationships to the activities in a project.
To assign a predecessor relationship:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.

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 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity to which you want to assign a predecessor
and click the Predecessors detail window.
4) In the Predecessors detail window, click Assign (Insert).
5) In the Select Predecessor Activity dialog box, assign activities and click Close.
6) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
You can assign relationships to multiple activities at one time. Select multiple activities
using Ctrl+click or Shift+click. Right-click the selected activities and select Link
Selected Activities. Based on their sequence in the view, the application creates
Finish to Start relationships between selected activities. That is, a Finish to Start
relationship is applied between the first and second activity, between the second
and third activity, and so on. If an activity pair already has an Finish to Start
relationship, the application tries, in turn, to apply each of the other relationship
types, if possible. Otherwise, no relationship is applied to the pair.
When selecting a predecessor or successor activity, you can choose from activities in
the open projects only.
Configuring Predecessor Relationships
Configure predecessor relationships to define lag or relationship type.
To configure predecessor relationships:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity whose predecessor relationships you want
to configure and click the Predecessors detail window.
4) In the Predecessors detail window:
a. Select a relationship.
b. Add or remove columns as needed to configure to the detail window.
c. Select an option or enter a value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).

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Tips
You can also configure activity relationships from the Gantt chart.
Assigning Successor Relationships
You can assign successor relationships to the activities in your project.
To assign a successor relationship:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity to which you want to assign successors and
click the Successors detail window.
4) In the Successors detail window, click Assign (Insert).
5) In the Select Successor Activity dialog box, assign activities and click Close.
6) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
You can assign relationships to multiple activities at one time. Select multiple activities
using Ctrl+click or Shift+click. Right-click the selected activities and select Link
Selected Activities. Based on their sequence in the view, the application creates
Finish to Start relationships between selected activities. That is, a Finish to Start
relationship is applied between the first and second activity, between the second
and third activity, and so on. If an activity pair already has an Finish to Start
relationship, the application tries, in turn, to apply each of the other relationship
types, if possible. Otherwise, no relationship is applied to the pair.
When selecting a predecessor or successor activity, you can choose from activities in
the open projects only.
Configuring Successor Relationships
Configure successor relationships to define lag or relationship type.
To configure successor relationships:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity whose successor relationships you want to
configure and click the Successors detail window.
4) In the Successors detail window:
a. Select a relationship.
b. Add or remove columns as needed to configure the detail window.
c. Select an option or enter a value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also configure activity relationships from the Gantt chart.
About Risks
Risks are any uncertain events or conditions that, if they occur, have a positive or
negative effect on project objectives. Risks are also known as threats, warnings,
imperatives, escalation notices, or jeopardies. Positive risks are often classified as
opportunities which, if they occur, are realized as rewards. Thorough documentation and
analysis of risks over multiple projects offer lessons, and potentially cost and time savings,
for all future projects.
Working with Project Risks
The risk register on the Risks page is the main area of the application where you identify
and manage risks for a project. Additionally, you can add risks to a project from the EPS
page, and add risks to a project and assign the risks to activities from the Activities page.

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Once you add a risk to the risk register, you can perform further analysis on the risk and
create one or more risk response plans which include activities to reduce the negative
impact of the risk. See About Risk Response Plans (on page 393).
Table of Project Risks Elements
Item Description
Risks toolbar
Risks work area: Risks for all the projects you have open display in the risk
register. You can group by field name, such as project name, to view all
risks organized by project, or create a filter to view only the risks that
interest you.
When adding a risk to the risk register, you supply a name for the risk,
identify the risk as a threat or an opportunity, identify the current status of
the risk, identify the owner of the risk, and then assign the values for
probability, schedule, cost, and any other applicable user-defined
impacts. The values for probability, schedule, cost, and additional
user-defined impacts are used to calculate the risk score. The values for
probability and cost are used to calculate risk exposure.
Note: If the Probability, Cost, and Schedule fields
are disabled, a risk scorning matrix has not been
assigned to the project. You can still use the risk
register to track your risks; however, you cannot use
the qualitative risk analysis features in the
application until you create a risk scoring matrix
and assign it to the project.

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Item Description
Risks detail windows:
Response Plans: The area where you add response plans and response
plan action items. See Working with Risk Response Plans (on page 394).
Activities: The area where you associate scheduled activities in your
project to an identified risk. Refer to the example above to see a list of
the project activities impacted by risk R001: Concrete supply
constrained.
Description: The area used to provide a detailed explanation of the risk.
Cause: The area used to explain why this risk is occurring.
Effect: The area used to describe the impact this risk has on this project.
Notes: The area used to capture any additional information regarding
the risk.
Probability and Impact Diagram: The Probability and Impact Diagram
(PID) is a graphical representation of the probability and impact
thresholds assigned to the risk scoring matrix associated with the project.
Assigning a Risk to an Activity
Assign a risk to an activity to explicitly identify the activity impacted by the risk.
You can assign a risk to an activity while you are adding project risks on the Risks page or
while managing your activities on the Activities page.
To assign a risk to an activity from the Risks page:
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, click a risk.
4) Click the Activities detail window and click Assign Activities .
5) On the Select Activity dialog box:
a. Select an activity and click Assign.
b. Select any additional activities impacted by the risk and click Assign.
c. Click Close.
6) On the Risks page, click Save (Ctrl+S).
To assign a risk to an activity from the Activities page:
1) Click Projects.
2) On the Projects navigation bar, click Activities.

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3) On the Activities page, select the activity you want to assign a risk.
4) On the Risks detail window, click Assign (Insert).
5) On the Select Risk dialog box:
a. Select a risk and click Assign.
b. Click Close.
6) On the Activities page, click Save (Ctrl+S).
About Steps
Steps make it possible to describe and report progress for activity work at a granular level
by breaking an activity into its component parts.
Steps can have a step weight that quantifies the portion of an activity's total work that
each step represents. On a project per project basis, you can use step weights to
calculate Activity Percent Complete. For example, three steps are assigned to an
activity; the first step has a weight of 2, and the second and third steps each have a
weight of 1. When you mark the first step (weight of 2) as complete, the percent
complete is 50. When you mark the first and second steps complete, the percent
complete is 75. When all three steps are marked complete, the percent complete is 100.
Working with Activity Steps
How can I use activity steps?
Activity steps make it possible to describe and report progress for activity work at a more
granular level of detail. If you have privileges to edit activities, you can add individual
steps to activities, or you can add predefined groups of steps based on templates that
have been defined for your organization. You can specify a weight for each step to
show how much work for the activity is contained in a step.
Activity step templates
Step templates enable an organization to define groups of steps that can be shared by
many projects. By creating templates for groups of activity steps that are relevant in
many projects, an organization can streamline data entry and ensure that work is
identified consistently throughout the organization.
In P6, when adding steps to an activity, you can choose from a list of available
templates. You can use more than one template, but you can add steps from only one
template at a time.
If you use a template to add steps to an activity, you can edit the step details but not the
step name.
Weighted activity steps

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To indicate the portion of activity work that a single step represents, you can assign it a
numerical value, or weight. Once work for a step is underway, Primavera can use the
step weight and the reported progress of step work (Step Percent Complete) to
calculate the percentage of total work that has been completed for the activity
(Activity Percent Complete).
Creating Activity Steps
Create steps to break activities down into their component parts.
To create steps:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity you want to break down into smaller parts
and click the Steps detail window.
4) In the Steps detail window, repeat the following for each step you want to add to the
activity:
a. Click Add Activity Step (Insert).
b. Enter a value in the Step Name, Step % Complete, and Step Weight fields.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also create steps on the Activity Details page of the Open Requests for
Resources portlet of the Dashboards page.
Configuring Activity Steps
Configure steps to show percent complete and to give a description of the step.
To configure steps:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Steps detail window.

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4) In the Steps detail window, repeat the following for each step you need to configure:
a. Select a step.
b. Add the columns you need to configure to the detail window if they are not
already available, or hide columns, if necessary.
c. Select an option or enter a value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
Select the Completed option if the step is finished.
You can also configure steps from the Activity Details page of the Open Requests for
Resources portlet of the Dashboards page.
About Step Templates
Step templates enable you to define a group of steps common to multiple activities, and
then assign the template to different activities. By creating templates for groups of
activity steps that are relevant in many projects, an organization can streamline data
entry and ensure that work is identified consistently throughout the organization.
Adding Activity Steps from a Step Template
Add steps from a step template to add a group of predefined steps to an activity.
To add steps from a step template to an activity:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Steps detail window.
4) In the Steps detail window, click Add from Template (Ctrl+Alt+S).
5) In the Select Activity Step Template dialog box, assign templates and click Close.
6) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
Step templates are created on the Enterprise Data or Enterprise Project Data page.

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About Trace Logic
Trace logic provides a graphical display of dependency relationships for an activity. You
can step forward or backward through a sequence of activities to focus on predecessor
and successor relationships.This alternative viewing format enables you to examine a
path of relationships while still viewing the entire project.
Trace logic provides visual cues to help you read the diagram. The selected activity is
highlighted in blue. Activity boxes with a red border represent critical activities. Activity
boxes to the left of the selected activity are predecessors. Activity boxes to the right are
successors. Solid lines represent driving relationships, while dashed lines represent
non-driving relationships.
You can manage activity relationships using the detail windows or Gantt chart on the
Activities page. When multiple projects are open, you can even add relationships
between activities in different projects. You can view activity relationships in the Trace
Logic detail window on the Activities page. You can use Trace Logic to determine why
an activity is scheduled at a particular time. It also helps answer questions such as:
Were any of an activity's predecessors delayed?
Do any predecessors or successors have an obsolete constraint?
Are two activities that should be linked start to start currently linked finish to start?
Why is there negative float?
Viewing Relationships with Trace Logic
Use trace logic to follow activity relationships throughout a project.
To view relationships with trace logic:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Trace Logic detail window.
4) In the Trace Logic detail window:
a. The selected activity is shown with its predecessor and successor activities.
b. Click another activity in the detail window to see its connections to predecessor
and successor activities.
c. Click Pan and click and drag the detail window contents.
d. Click Trace Logic Options (Ctrl+Y) to configure the number of predecessor and
successor levels shown.

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Tips
Click the top edge of the Trace Logic detail window and drag upward to make the
window larger.
About Budgets
Budgets help you track the total estimated effort or quantity of resources or materials
and the cash flow required to complete a project. Before a project starts, the
resource/cost manager, along with the operations executive, program manager, and
project manager, determine scope and budget requirements, and set these high-level
budget estimates at the EPS level. As requirements change, resource and financial
support are adjusted to compensate for those changes. The individuals involved in
project planning, funding, and financial support can estimate their budgets from the top
down and log changes to the budget at any time from as early as the project planning
stage to well after the project is underway. P6 tracks these changes, while retaining the
original amounts.
Budget change logs help you keep track of budget alterations as they occur. The
Current Budget field (original budget plus approved budget changes) and Proposed
Budget field (original budget plus approved and pending budget amounts) incorporate
changes so you have up-to-date and accurate budget information for each EPS node
or project. These logs also provide a clear indication of the who, what, when, where, and
why behind the approved or denied request.
Change amounts are not incorporated in the current budget until these amounts have
an Approved status. Only authorized project participants can issue budget changes and
mark them as approved. You can post a change amount as Pending; the program
manager of the affected EPS node, or the project manager of the affected project, must
then mark the amount as Approved or Not Approved. P6 recalculates the new
budgeted amount and adjusts the current budget based on approved changes to the
log.
Creating Budget Change Requests
Create budget change requests when seeking approval to proposed changes to an
EPS, project, or WBS budget.
As projects progress, changes in scope, resource reallocation, funding
additions/withdrawals, or other factors that affect original budgeted amounts, often
occur. The Budget Log detail windows enable you to track modifications that affect the
budget. This log also provides a clear indication of the who, what, when, where, and why
behind the change.
To create a budget change request:
1) Click Projects.
2) On the Projects navigation bar, click EPS.

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3) On the EPS page, select an EPS or project and click the Budget Log detail window.
Note: You can also create budget change requests for a project or
WBS element from the Budget Log detail window of the Activities
page.
4) In the Budget Log detail window:
a. Click Add (Insert) to add a budget log line item.
b. In the Amount field, enter a currency value.
c. In the Responsible field, enter the name of the responsible person or department.
d. In the Status list, select a status value for the proposed change.
5) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
In general, you should contact the person listed in the Responsible field to determine
if the request is Approved or Not Approved.
Enter a reason for the proposed change in the Reason field. The program manager of
the affected EPS node or the project manager of the affected project can append
this field with a reason for approval or denial.
Approving or Denying Budget Change Requests
If you have the authority, you can approve or deny a budget change request for a WBS,
project, or entire EPS element.
To approve or deny a budget change request:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select the EPS or project with a budget change request and click
the Budget Log detail window.
4) In the Budget Log detail window:
a. Select and review the budget change request.
b. In the Status list, select Approved or Not Approved.
c. In the Reason field, enter an explanation for the new status.
5) On the EPS page, click the Actions menu and select Save (Ctrl+S).
Tips
You can also approve or deny budget change requests for a WBS or project from the
Budget Log detail window on the Activities page.
To update the original budget, enter a new amount in the Original Budget field and
click Save. The Current Budget and Proposed Budget are updated with the new
value.

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Only authorized project participants can issue budget changes and mark them as
Approved.
About Earned Value
Earned Value Project Management, or EVPM, is the best practice concerned with early
comparisons between baseline or planned project data and actual or earned project
data to arrive at an accurate assessment of true schedule and cost performance. The
basic concepts are rooted in early Twentieth Century industrial engineering and factory
productivity techniques.
You have probably already practiced at least a basic form of this technique. If you have
ever verified that the work performed was actually accomplished prior to paying a
contractor's invoice, you were utilizing a simple form of Earned Value. Whenever you
measure the physical work performed against a baseline project plan, you are
employing basic principles of EVPM. When you need a reliable way to predict the true
cost performance of a project including its final costs, scheduling, and resource
requirements, you will use Earned Value calculations.
Spanning industries and decades, Earned Value is also known by any of the following
titles:
Planned Value of Work Accomplished (PVWA)
Budgeted Cost of Work Performed (BCWP)
Cost/Schedule Control Systems Criteria (C/SCSC)
PERT/Costs
Earned Value Management (EVM)
Performance Measurement
Example: Executive management wants to assess a critical project early in its schedule.
The project has a planned value of 10 million dollars for 10 WBS units of equal value and is
expected to last 1 year. At the end of 3 months, its actual costs are 3 million dollars,
however, it has only completed 20% of the work, namely 2 units or 2 million dollars of
earned value. This project is behind its baseline schedule by 1 million dollars. It is
performing at 67%. The project will require a 50% increase in funding or 5 million dollars to
complete the work. This is calculated based on its 10 million dollar budget divided by .67
to yield 15 million. If the project is required to return to its original time schedule, it will
require additional resources and/or overtime.
Configuring WBS Earned Value
Configure earned value to define the techniques and settings used for earned value
computations.
To configure WBS earned value:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.

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 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select a WBS and click the Earned Value detail window.
4) In the Earned Value detail window:
a. Select one option for each technique section.
b. If your selections enable fields, selectors, or options, select an option or enter a
value for each field.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
About Milestones
A milestone represents any significant event, goal, or gate in a project. Although P6
considers them a type of activity, milestones have zero duration; at any given moment
they are either achieved or not. Some examples of milestones in an office building
addition project might include the following:
project definition complete
structure complete
end bidding process
Milestones can also be assigned at the WBS-level, and each one given a weight which
indicates its importance to the project schedule. When you mark a milestone as
complete, the weight is used to calculate the performance percent complete of all
activities included in the WBS level.
During project planning, you will want to identify the major milestones as they will help
you monitor the project's progress. You can also assign an activity owner or a primary
resource to a milestone.
Creating WBS Milestones
Create WBS milestones to specify goals for a project.
To create WBS milestones:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.

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3) On the Activities page, select a project or WBS and click the WBS Milestones detail
window.
4) In the WBS Milestones detail window, repeat the following steps for each milestone
you want to add:
a. Click Add (Insert) to add a WBS milestone line item.
b. Enter a value in each field.
c. Select or clear the Completed option.
5) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Tips
The Percent Complete field within the the WBS Milestones detail window indicates the
percentage of tasks completed toward achieving the milestone.
Use the Move Up and Move Down arrows to arrange the milestones.
The weight you apply to a milestone is used to calculate the earned value of the
percent of activities completed in achieving the milestone.
Team Usage
About Team Usage
Team usage is the display of cost or usage data at the team level and for individual roles
and resources assigned to a project. You can view this data in a graphical (histogram) or
numeric (spreadsheet) timescale.
Customizing Team Usage
Customize team usage to define timescale, limits, and display.
To customize team usage:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page, click Customize.
4) In the Customize dialog box, configure the team usage lists and options and click
Save.
Tips
To show the histogram legend, select the Histogram option, right-click on the Histogram
chart, and select Show Histogram Legend.

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Assigning Resources to Unstaffed Activities
You can assign resources to activities that currently have no resources.
To assign resources to unstaffed activities:
1) Click Projects.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click the Organized By list and select Roles.
c. In the left pane, expand a project and select a role.
d. In the right pane, select the Spreadsheet option and click a project.
4) In the Resources dialog box:
a. Select the Unstaffed option to display the unstaffed activities for this project.
b. Select the Select option for each unstaffed activity to which you want to assign
the same resource.
c. Click Assign Resource and assign a resource from the dialog box.
d. Click Close.
Tips
The list of resources you can select from is determined by your resource access
privileges and individual resource's current project association.
To review allocation details before assigning, in the Select Resource dialog box, select
a resource and click Show Detail.
To save time, you can search for resources who meet specific requirements.
You can also assign resources to activities from the Assignments detail window of the
Activities page, the Open Requests for Resources portlet of a dashboard, or the Roles
tab of the Administration page of the Resources section.
Exporting Team Usage Spreadsheets
You can export project team allocation and cost data to a Microsoft Excel *.xls file.
To export team usage spreadsheets:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:

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a. If more than one project is open, select a project from the Select Projects list.
b. Select an option from the Organized By list.
c. Expand a project and select a resource or role from the left pane.
d. Select the Spreadsheet option in the right pane and click Export Spreadsheet.
4) In the File Download dialog box, click Open or Save.
Note: If you select Save, navigate to a file location in the Save As
dialog box and click Save.
Tips
You can also export spreadsheets from the Overallocated Resources portlet of the
Workspace page.
Searching Resources
You can search for resources to assign to one or more activities.
To search resources:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click the Organized By list and select Roles.
c. In the left pane, expand a project and select the role that the resource must be
able to fill.
d. In the right pane, select the Spreadsheet display option and select the project that
contains the activities to which you want to assign resources.
4) In the Resources dialog box:
a. Select the Unstaffed and Staffed option to show all available activities in that
project.
b. Select the Select option for the activities to which you want to assign resources
and click Search.
c. In the Define Search Criteria section, specify search criteria.
d. In the Define Sort Criteria section, specify criteria to sort the resources.

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Note: You must select Sort results by availability to enable the
options in this section.
e. Click Save as Template if you would like to use this criteria as a template in the
future.
f. Click Run Search to display the resources that match these requirements.
g. In the list of Resource Search Results:
If you find a desirable resource, select the Select option for the resource and
click Assign Resource.
If you did not find a desirable resource, click Search and begin the search
again.
h. When you are finished, close the Resources dialog box.
Tips
To search using a template, click Select Template in the Resources dialog box and
select a template from the dialog box.
To return to the resource staffing list, click Resource Staffing in the Resources dialog
box.
You can also search resources from the Resource Search Criteria page of the Open
Requests for Resources portlet of the Dashboards page.
In the search criteria, if you specify a primary role and no other role, only those
resources who are available and are assigned that primary role will be included in the
search results. To find all available resources who have the specified role assigned,
even if it is not their primary role, leave the primary role text entry box blank and type
the role you want to search for in the second text entry box of the role criteria section.
Sending E-Mail to a Project Manager
You can send e-mail to the manager of a particular project.
To send e-mail to a project manager:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Team Usage.
3) On the Team Usage page:
a. If more than one project is open, select a project from the Select Projects list.
b. Click the Organized By list and select Resources.
c. In the left pane, expand the project and select a resource.

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d. In the right pane, select the Spreadsheet display option and click a project. The
manager of this project will receive your e-mail.
4) In the Resource Project Activities dialog box, click E-mail project manager.
5) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
Issues
About Issues
Issues are perceived problems within a schedule that require attention or corrective
action. When you create them in the Activities section, you can associate them with a
single project or workgroup and assign them to a responsible manager in the OBS for
follow-up based on priority. You can also associate issues with a single activity. When
adding new issues to a project or workgroup, you can control the information you
capture for each new issue. You can choose to receive e-mail notifications when new
issues of a certain priority are added, when existing issues are modified, or when issues
are assigned a specific issue code.
You can also think of issues as impediments, action items, open items, punch lists, logs, or
concerns. Over time, if you do not resolve or close open issues or issues placed on hold,
they can become risks.
Issue codes enable you to organize and categorize issues in a way that is meaningful to
you. For example, you can create an issue code titled Severity, and subsequently create
issue code values: High, Medium, and Low. You can assign each of these code values to
issues across multiple projects, enabling you to categorize each issue according to how
severe it is. Similarly, you can create codes to categorize issues by responsibility,
subproject, or any other classification you require to organize issues. Assigning issue
codes enables you to quickly search for and view issues according to specific criteria.
Working with Issues
Issues are known problems within an activity, WBS, project, or workgroup that require
attention or corrective action. You can view issues from several areas within the
application:
In the Dashboards section, use the My Issues portlet to view issues you are associated
with in the context of the filter criteria selected for the dashboard.
In the Projects section:
 From the Issues page, you can access all issues for any open project.

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 From the Activities page or EPS page, use the Issues detail window to view issues
associated with an activity, WBS, or project.
 From the Workspace page, use the Project Issues portlet to view issues associated
with the current project selected in the Select Project list.
 From the Workgroup Workspace page, use the Issues portlet to view issues
associated with the workgroups to which you belong.
In each of these areas, you can customize how issues are presented. For example, you
can choose to view issues in either a list or chart format. You can also configure column,
group, sort, and filter options to focus on issue data that is most important to you.
Additionally, you can add, revise, or delete issues from each of these areas.
When adding new issues to a project or workgroup, the issue forms feature enables you
to control the information you capture for each new issue. If you add issues from a detail
window, the issue is added as a line item and does not require the selection of an issue
form.
Notes:
 The issue name must be unique relative to the names of any
other issues assigned to the same project, WBS, or activity. P6
will prompt you when it is not.
 Issues cannot be created for template projects.
To help organize and manage issues for your project or workgroup, additional issue
management features are available, depending on your security privileges. To organize
issues, you can assign enterprise-level issue codes, which enable you to categorize issues
in a way that is meaningful to you. The features for organizing and managing issues are
accessible via the Enterprise Data option on the Administer menu. Use the issues options
in the Enterprise Data pane to add, edit, and delete issue codes and issue user-defined
fields. These options appear only if you have the required privileges.
Creating Project Issues
Create project issues to identify problems within a schedule that must be addressed
before the project can be completed.
To create a project issue:
1) Click Projects.
2) On the Projects navigation bar, select Issues.
3) On the Issues page, expand a project and click Add an Issue.
4) In the Select an Issue Form dialog box, select a form to act as the foundation of the
issue and click OK.

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Note: If no issue forms are assigned to the project, the Default Form
is the only form you can choose. The Default Form displays all
standard issue fields.
5) On the Add Issue page, complete at least the required fields and click Save.
Tips
The issue name must be unique relative to the names of any other issues assigned to
the same project, WBS, or activity.
You cannot add an issue to a project that is checked out or locked. You also cannot
create issues for template projects.
You can also create project issues from the Project Issues portlet of the Workspace
page, the Issues detail window of the Activities page or EPS page, or the My Issues
portlet of the Dashboards page.
Configuring Project Issues
Configure project issues to update issues that have been identified for a project.
To configure project issues:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, expand a project and click an issue.
4) On the Details of page configure the following sections as necessary:
a. In the General section, configure the fields and lists.
b. Expand the Description section, and enter a description in the text field.
c. Expand the Issue Codes section and assign issue codes.
d. Expand the Related Items section and assign related documents or issues.
Tips
You can also configure workgroup issues from the Issues portlet of the Workgroup
Workspace page.
You can also configure issues from the Project Issues portlet of the Workspace page
or the My Issues portlet of the Dashboards page.
Customizing Project Issues
Customize the display of project issues to define how their available columns, filters,
grouping, and chart options appear in the user interface.

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To customize project issues:
1) Click Projects.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, click Customize.
4) In the Customize Project Issues dialog box:
a. Click the Columns tab and use the common controls to configure the Selected
Columns and Sort lists.
b. Click the Filter tab and show all available issues or define a filter.
c. Click the Group tab and configure the grouping lists and options.
d. Click the Chart tab and configure the chart format.
e. Click Save.
Tips
Select the All Issues option on the Filter tab if you do not want to apply a filter. To
construct a filter, select Custom Filter and configure the fields and lists to create one
or more filter statements.
You can also customize project issues from the Project Issues portlet of the Workspace
page, the Issues portlet of the Workgroup Workspace page, or the My Issues portlet
of the Dashboards page.
Assigning Related Items to Issues
You can assign related documents and issues to an issue.
To assign related items to an issue:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, expand a project and select an issue.
4) On the Details of page, expand the Related Items section.
5) In the Related Items section:
 To relate documents, click Relate Documents and select documents from the
dialog box.
 To related issues, click Relate Issues and select issues from the dialog box.
Tips
To remove a document or issue, select the option next to the name of the item and
click Remove.

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The instructions in this topic assume that the content repository is configured.
The Related Documents dialog box will only display documents of the selected
project.
You can also assign items to issues from the Project Issues portlet of the Workspace
page. You can assign items to workgroup issues from the Issues portlet of the
Workgroup Workspace page.
Sending E-Mail about Issues
You can send e-mails about project and workgroup issues that include basic information,
such as project, issue name, priority and due date.
To send issue e-mails:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, expand a project and click E-Mail for one of the issues.
4) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
The e-mail message is pre-filled with the addresses of the project manager and
responsible manager. The subject area is pre-filled with basic information, such as
project, issue name, priority and due date.
You can also send issue e-mails from the Issues portlet of the Workgroup Workspace
page, the Project Issues portlet of the Workspace page, or the My Issues portlet on
the Dashboards page.
About Issue Codes
Issue codes enable you to organize and categorize issues in a way that is meaningful to
you. For example, you can create an issue code titled Severity, and subsequently create
issue code values: High, Medium, and Low. You can assign each of these code values to
issues across multiple projects, enabling you to categorize each issue according to how
severe it is. Similarly, you can create codes to categorize issues by responsibility,
subproject, or any other classification you require to organize issues. Assigning issue
codes enables you to quickly search for and view issues according to specific criteria.

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Assigning Issue Codes
You can assign issue codes to organize and categorize issues in a way that is meaningful
to you.
To assign an issue code:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, expand a project and select an issue.
4) On the Details of page, expand the Issue Codes section and click Assign Issue
Codes.
5) In the Select Issue Codes detail window, select a code and click Assign.
Tips
You can only assign one issue code at a time. Click Assign Issue Codes again to
assign another code.
You can also assign issue codes from the Project Issues portlet on the Workspace
page or the My Issues portlet on the Dashboards page.
About Issue Forms
An issue form is a template, or framework, that you can use to create new issues. Issue
forms specify the information required for adding a new issue to the project. You can
create issue forms to capture issue information specific to a department in your
organization, or for any other specific purpose.
Creating Issue Forms
Create an issue form to capture all the attributes your organization wants to track when
users add issues to a project. Each form helps maintain consistency when future issues
are identified. Project members must select an issue form to serve as a template when
they want to create a new issue.
To create an issue form:
1) Click Projects.
2) On the Projects navigation bar, click Issues.
3) On the Issues page, click Issue Forms.
4) In the Issue Forms pane, click Modify and then click Add Form.

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5) In the Select a Form to Copy dialog box, select an existing form or the default form to
copy as the basis for your new form. Click OK.
6) On the Issue Forms page:
a. Enter a name in the Form Name field.
b. Select or clear the Display options to determine which attributes appear when
users add new issues based on this form.
c. To associate issues with codes, expand the Issue Codes section, click Assign Issue
Codes, and select issue codes from the dialog box.
d. To associate issues with UDFs, expand the User Defined Fields section, click Assign
User Defined Fields, and select user-defined fields from the dialog box.
7) For all the attributes you assigned or marked with the Display check box:
a. Set their Default Value fields, if available. Select a value from the list, enter a value
in the field, or click and select a value from the dialog box.
b. Select the Required check box for each attribute you want to designate as
mandatory. Users must provide data for these fields when adding new issues
based on this form.
8) On the Issue Forms page, click the Access tab.
9) On the Access tab, click Assign Projects.
10) In the Select a Project dialog box, select a project in which you want to make this
form available for users adding new issues. Click Assign. Repeat this step for all
projects in which this issue form should be available. Click Close.
11) Click Save.
Tips
To modify a form, navigate to the Issue Form Details page and select a form in the
Issue Forms pane.
To delete an issue code, user-defined field, or project assignment, click Delete in
the item's row. To delete an entire issue form, select the form first in the Issue Forms
pane. Then, in that same pane, click Modify, and then click Delete.
Assigning Projects to Issue Forms
You can specify the issue forms you want to make available for use in a project. When
you assign a project to an issue form, it becomes available for project members to use
when they add a new issue to a project or workgroup within the project.
To assign projects to issue forms:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.

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2) On the Projects navigation bar, click Issues.
3) On the Issues page, click Issue Forms.
4) On the Issue Forms page, click the Access tab.
5) On the Access tab, expand the Projects section and click Assign Projects.
6) In the Select a Project dialog box, assign projects to the issue form and click Close.
7) On the Access tab, click Save.
Tips
You can assign multiple projects to issue forms.
Your access to pages, tabs, and menu items is controlled by the settings defined in
your assigned user interface view. Depending on your view settings, you might be
able to change your view preferences to show or hide items according to your
needs.
Risks
About Risks
Risks are any uncertain events or conditions that, if they occur, have a positive or
negative effect on project objectives. Risks are also known as threats, warnings,
imperatives, escalation notices, or jeopardies. Positive risks are often classified as
opportunities which, if they occur, are realized as rewards. Thorough documentation and
analysis of risks over multiple projects offer lessons, and potentially cost and time savings,
for all future projects.
Risk Enterprise Data
Working with Risks Enterprise Data
Risk Enterprise data is used to setup categories, risk scoring matrices, and thresholds that
are standard across your company. The categories and matrices that are assigned to a
project can be displayed in the risk register, which is located on the Risks page in the
Projects section.
Risk Categories page: Risk categories are used to categorize and organize project risks.
They are global across the enterprise and are a mechanism to group risks across multiple
projects to see risk trends across the organization as well as a single project. Technical,
Operational, and External are examples of risk categories that might apply to a typical
project. The risk categories are created in the Risks Enterprise Data area and assigned on
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Risk Scoring Matrices page: Create a risk scoring matrix to perform qualitative risk analysis
on your project risks. When creating a risk scoring matrix, you must define the probability,
tolerance, cost, and schedule impacts. Additionally, you can add user-defined impacts
to the matrix. You must also assign a risk scoring method (Highest Impact, Average
Impact, and Average Individual Impact) to the matrix. A probability and impact
diagram is created based on the information assigned in the matrix. Click on the
Probability and Impact Diagram detail window to view the diagram.
To use the risk scoring matrix, you must add the projects you want to use the matrix to the
risk scoring matrix from the Projects detail window. You can also assign a risk scoring
matrix to a project on the EPS page in the Projects section.
Note: You can add risks to a project without a risk scoring matrix;
however, you cannot perform qualitative risk analysis and will not
be able to assign probability or impact thresholds without a risk
scoring matrix. You can add a risk scoring matrix to the project at
any time.
Risk Thresholds page: Create risk thresholds, including probability, tolerance, cost
impact, schedule impact, and any additional user-defined impacts, for use in the risk
scoring matrix.
Risk UDFs page: Risk user-defined fields (UDFs) are used to track additional information
about the risk that is not provided by the standard risk fields. Create Risk UDFs when it is
necessary to view additional data fields on the Risks page. A risk UDF can include a text
string, a numerical value, start date, finish date, cost, integer, or indicator.
Configuring Risk Enterprise Data
You can configure enterprise data to include risk categories and risk UDFs, and to define
the criteria for performing qualitative risk analysis using a risk scoring matrix.
To define the criteria for performing qualitative risk analysis, perform the following tasks:
1) Creating Risk Thresholds (on page 377)
2) Creating Risk Scoring Matrices (on page 383)
3) Assigning a Risk Scoring Matrix to a Project (on page 384)
To configure risk categories or risk UDFs, perform the following tasks:
1) Creating Risk Categories (on page 386)
2) Creating Risk UDFs (on page 387)
Risk Thresholds
About Risk Thresholds
Risk thresholds are a range of values (monetary, time, quality, technical, etc.) used in
rating or assessing the impact of the risk to the project.

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These thresholds are the inputs used to create a risk scoring matrix, which is the overall
scoring mechanism used to perform qualitative risk analysis on your project risks.
Working with Risk Thresholds
From the Risk Thresholds page, create risk thresholds for use in risk scoring matrices.
Risk thresholds necessary for a risk scoring matrix are:
Probability: The likelihood of a risk occurring.
Tolerance: The acceptability or manageability of a risk on a project.
Schedule Impact by percentage or value: The amount of time the risk will increase or
decrease the project schedule, defined as either a percentage of the project's
planned duration (by percentage) or as a duration value (by value).
Cost Impact by percentage or value: The cost impact if a risk occurs, defined as
either a percentage of the project's planned cost (by percentage) or as a monetary
value.
Additional user-defined impacts can be added to track impacts such as Political,
Environmental, or Reputation.
Table of Risk Threshold Elements
Item Description
Risk Threshold toolbar

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Item Description
Risk Threshold work area: Define the risk threshold name, type
(Probability, Tolerance, Schedule Impact by percentage or value, Cost
Impact by percentage or value, User-Defined Impact), and number of
thresholds levels in this work area. Each threshold can have 2 - 9 levels;
however, the cost impact, schedule impact, and any user-defined
impacts must have the same number of levels for a given risk scoring
matrix.
In the example above, the Cost Impact by value, Schedule Impact by
value, Probability, and Tolerance thresholds are defined for the Harbour
Pointe Assisted Living construction project. The Cost Impact and
Schedule Impact thresholds are each defined with 5 levels and the
Probability threshold is also defined with 5 levels. The risk scoring matrix
using these thresholds will have a matrix size of 5 x 5.
For each risk scoring matrix, only one threshold for Probability, Tolerance,
Schedule Impact, and Cost Impact is allowed. You can add as many
user-defined impacts as necessary. You create multiple thresholds of the
same type, but with different values, when you create multiple risk
scoring matrices.
Levels detail window: The details for each level are defined in this
window. Define a name for each level and a code, which is a short
name or abbreviation for the name. Also, define the range of
acceptable values for that level; the range levels could be a percentage
value, dollar amount, number of days, or a text string depending on the
chosen threshold. You can define a color for each threshold level;
however, you should define colors for the tolerance threshold. The colors
for the threshold are used to give visual representation in the risk register.
The colors for the tolerance threshold are used in the Probability and
Impact Diagram (PID) to visually represent the threshold values. More
importantly, the colors display in the Score and Score (text) fields on the
risk register on the Risks page. This enables you to easily identify where in
the risk scoring matrix this risk falls in terms of severity.
In the example above, the Tolerance threshold is defined with 3 levels
(High, Medium, and Low) and each range is assigned a color. You will
see the impact of the color after you create a risk scoring matrix, assign
the thresholds to the matrix, and assign a risk scoring method.
Creating Risk Thresholds
Create risk thresholds to use when creating a risk scoring matrix. When creating risk
thresholds, you must define the probability threshold, cost impact threshold by
percentage or value, schedule impact threshold by percentage or value, and tolerance
threshold. You can also define as many user-defined impacts as necessary.

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To create risk thresholds:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and click Risk Thresholds.
3) On the Risk Thresholds page:
a. Click Add (Insert).
b. In the Name field, double-click and type a threshold name.
c. In the Type field, double-click and select a type of risk from the list.
d. In the Levels field, double-click and select a level number from the list.
4) In the Levels detail window, default values are assigned for the Code, Name, and
Range values. Use the default values provided, or double-click any field to customize
it.
Note: You can define a color for each threshold level to visually
represent the values when working the risk register on the Risks
page in the Projects section. However, you should define colors for
the tolerance threshold. The colors for the tolerance threshold are
used to color the Score field on the risk register on the Risks page.
This enables you to easily identify where in the risk scoring matrix this
risk falls in terms of severity.
5) On the Risk Thresholds page, click Save (Ctrl+S).
Tips
The Cost Impact by percentage and Schedule Impact by percentage options allow you
to assess risk without having to define absolute values. This enables you to use the same
risk scoring matrix across multiple projects.
Modifying Risk Thresholds
If you are going to change the type or level of a threshold that is currently assigned to a
scoring matrix, you must first remove the threshold from the risk scoring matrix and assign
a new threshold.
To delete a threshold from a risk scoring matrix:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and click Risk Scoring Matrices.
3) On the Risk Scoring Matrices page:
a. Locate the risk scoring matrix that includes the threshold you are modifying.
b. Double-click in the appropriate threshold field.
4) In the Select Threshold dialog box, choose a different threshold and click Assign, and
then click Close.

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5) On the Risk Scoring Matrices page, click Save (Ctrl+S).
To modify a risk threshold:
1) Click the Administer menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and click Risk Thresholds.
3) On the Risk Thresholds page:
a. Locate the threshold you are modifying.
b. Double-click in the field you are modifying and update the value.
Note: If you are modifying the number of levels assigned to a
threshold, all data for existing levels are overwritten and replaced
with the default values for that level.
c. Click Save (Ctrl+S).
Risk Scoring Matrices
About Risk Scoring Matrices
A risk scoring matrix is a qualitative analysis tool used to calculate the impact of a risk on
a project. A risk scoring matrix includes probability threshold values, cost and impact
threshold values, and any additional user-defined impact threshold values, which are all
used in the calculation of the risk score. The score is used to give an overall rating of a risk
depending on the probability and impact thresholds assessed in the project. The scores
are used to help determine if the risk should be addressed during the course of the
project, or if the risk does not present a significant impact to the cost or schedule of the
project.

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Working with Risk Scoring Matrices
Use the Risk Scoring Matrices page to create a risk scoring matrix for one or more
projects. The inputs to the risk scoring matrix are the risk thresholds, which you create on
the Risk Thresholds page from the Enterprise Data section.
Table of Risk Scoring Matrices Elements
Item Description
Risk Scoring Matrices toolbar

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Item Description
Risk Scoring Matrices work area: This work area contains all the risk
scoring matrices defined for your company. The number of risk scoring
matrices you create is determined by risk analysis practices incorporated
in your business. You might have one corporate-wide risk scoring matrix
that is used for all projects, or you might have several matrices which are
used depending on different factors, such as project size. For example, a
new development project might require different cost impact and
schedule impact threshold values than a project for a new feature
development on an existing product.
There might also be situations where a project is a joint-venture or is
performed by a contractor and the prime owner's matrix must be used.
However, for any project, only one matrix is assigned.
In the work area above, this company has a need for multiple risk scoring
matrices, including a separate risk scoring matrix for the Harbour Pointe
Assisted Living construction project.
When creating a risk scoring matrix, you choose a matrix size based on
the number of levels assigned to your probability and impact thresholds
defined on the Risk Thresholds page. Using the Harbour Pointe Risk
Scoring Matrix as an example, the risk scoring matrix is 5 x 5. The first 5
represents the number of levels assigned to the probability threshold and
the second 5 represents the number of levels assigned to the cost and
schedule impact thresholds.
Next, choose the risk scoring method to use for risk score calculations.

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Item Description
Risk Scoring Matrices detail windows:
Description: Describe the risk scoring matrix.
Projects: Assign the matrix to one or more projects. Note that only one
matrix can be assigned to a single project. If a matrix is not assigned to a
project, risks can still be entered in the risk register on the Risks page;
however, the probability, cost impact, and schedule impact threshold
fields are disabled, and you cannot use the qualitative analysis features
of the application. At any time you can create a matrix and assign it to
an existing project.
Probability and Impact Diagram (PID): The PID is a graphical
representation of the selections made in the Risk Scoring Matrices work
area. The number of rows and columns is determined by the matrix size.
The rows are the probability levels and the columns are the impact levels.
The code and name fields for the impact threshold levels are
customizable when creating a threshold; therefore, the column labels for
the impacts are "Severity n." The number of severity columns reflects the
number of levels assigned to the impact thresholds.
The color coding indicates the tolerance threshold assigned to the risk
scoring matrix. These same tolerance colors are also visible in the Score
and Score (Text) fields on the risk register on the Risks page when risk
values are entered.
Probability: The details of the probability threshold assigned to the matrix
needed to perform a qualitative assessment on project risks. This detail
window is read-only. To change anything related to the threshold,
navigate to the Risk Thresholds page.
Impacts: The details for the impact thresholds assigned to the matrix. A
cost and schedule impact must be defined for the matrix to perform a
qualitative assessment on project risks. An unlimited number of
user-defined impact thresholds can be assigned to the matrix. From this
detail window, you can add or delete impacts to the matrix; however,
you cannot modify the threshold values. To change anything related to
the threshold, navigate to the Risk Thresholds page.
Tolerance: The details for the tolerance threshold assigned to the matrix.
This detail window is read-only. To change anything related to the
threshold, navigate to the Risk Thresholds page.

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Creating Risk Scoring Matrices
Create a risk scoring matrix to perform qualitative analysis on project risks. Project risk is
assessed based on the thresholds defined in the risk scoring matrix.
Before creating a risk scoring matrix, you need to first define risk thresholds.
To create a risk scoring matrix:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and choose Risk Scoring Matrices.
3) On the Risk Scoring Matrices page:
a. Click Add (Insert).
b. In the Name field, click and type a unique name.
c. In the Matrix Size field, double-click and click .
4) In the Select Matrix Size dialog box:
a. Choose a threshold level for the Probability Threshold Level and Impact Threshold
Level fields.
Note: You must have already defined thresholds with the number
of levels you are assigning to the matrix. If you do not have a
threshold with the same number of levels, you will be able to select
the matrix size, but you will not be able to add a threshold.
b. Click OK.
5) On the Risk Scoring Matrices page, double-click in the Probability Threshold field and
click .
6) In the Select Probability Threshold dialog box, choose a probability and click OK.
7) On the Risk Scoring Matrices page, double-click in the Impact Thresholds field and
click .
8) In the Select Impact Thresholds dialog box:
a. Select a Cost Impact and click Assign.
b. Select a Schedule Impact and click Assign.
c. Select any additional impacts and click Assign.
d. Click Close.
9) On the Risk Scoring Matrices page, double-click in the Tolerance Threshold field and
click .
10) In the Select Tolerance Threshold dialog box, choose a tolerance and click OK.
11) On the Risk Scoring Matrices page, double-click in the Risk Scoring Method field and
select a risk scoring method from the list.
12) In the Description detail window, type a description of the risk scoring matrix.
13) On the Risk Scoring Matrices page, click Save (Ctrl+S).

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Assigning a Risk Scoring Matrix to a Project
You need to assign a scoring matrix to a project before it can be used to prioritize risks.
Once you assign a scoring matrix to a project, it is available for use from the risk register
on the Risks page in the Projects section.
You can assign a risk scoring matrix to a project from different areas in the application,
depending on the tasks you are working on at the time.
See Assigning a Risk Scoring Matrix to a Project from the EPS Page (on page 385)
when setting up a project.
See Assigning a Risk Scoring Matrix to a Project from the Enterprise Data Pane (on
page 384) when defining a risk scoring matrix and applying the matrix to multiple
projects.
See Assigning a Risk Scoring Matrix to a Project from the Portfolios Section (on page
385) when managing a portfolio.
Related Topics
Assigning a Risk Scoring Matrix to a Project from the Enterprise Data Pane..384
Assigning a Risk Scoring Matrix to a Project from the EPS Page.......................385
Assigning a Risk Scoring Matrix to a Project from the Portfolios Section .........385
Assigning a Risk Scoring Matrix to a Project from the Enterprise Data Pane
You need to assign a risk scoring matrix to a project before it can be used to prioritize
risks. Once you assign a scoring matrix to a project, it is available for use from the risk
register on the Risks page in the Projects section.
You can assign a risk scoring matrix to a project from multiple locations in the application.
Use this method when you are defining a risk scoring matrix and need to apply the matrix
to one or more projects.
To assign a risk scoring matrix to a project from the Enterprise Data pane:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and click Risk Scoring Matrices.
3) On the Risk Scoring Matrices page, click the Projects detail window.
4) In the Projects detail window, click Assign (Insert).
5) In the Select Project dialog box:
a. Select a project and click Assign.
Note: If the project you selected is assigned to another risk scoring
matrix, the threshold values you previously set for the project are
removed. You will need to select values using the newly assigned
risk scoring matrix.

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b. Select any additional projects and click Assign.
c. Click Close.
6) On the Risk Scoring Matrices page, click Save (Ctrl+S).
Assigning a Risk Scoring Matrix to a Project from the EPS Page
You need to assign a risk scoring matrix to a project before it can be used to prioritize
risks. Once you assign a scoring matrix to a project, it is available for use from the risk
register on the Risks page in the Projects section.
You can assign a risk scoring matrix to a project from multiple locations in the application.
Use this method when you are setting up a project or modifying project settings.
To assign a risk scoring matrix to a project from the EPS page:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Locate the project you want to associate with a risk scoring matrix.
b. Double-click in the Risk Scoring Matrix field and click .
4) In the Select Risk Scoring Matrix dialog box, select a matrix and click OK.
Note: If the project you selected is assigned to another risk scoring
matrix, the threshold values you previously set for the project are
removed. You will need to select values using the newly assigned
risk scoring matrix.
5) On the EPS page, click Save (Ctrl+S).
Tips
If the Risk Scoring Matrix field is not visible, click View and select Columns. In the
Customize Columns dialog box, expand General and double-click Risk Scoring Matrix to
move it to the Selected Columns list. Click OK.
Assigning a Risk Scoring Matrix to a Project from the Portfolios Section
You need to assign a risk scoring matrix to a project before it can be used to prioritize
risks. Once you assign a scoring matrix to a project, it is available for use from the risk
register on the Risks page in the Projects section.
You can assign a risk scoring matrix to a project from multiple locations in the application.
Use this method when you are creating or modifying a portfolio.
To assign a risk scoring matrix from the Portfolios section:
1) Click Portfolios.
2) On the Portfolios navigation bar, click Portfolio Analysis.
3) On the Portfolio Analysis page:

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a. Click the View field and select a scorecard view from the list.
b. Select a project.
c. In the Risk Scoring Matrix field, double-click and click .
4) In the Select Risk Scoring Matrix dialog box, choose a risk scoring matrix and click OK.
Note: If the project you selected is assigned to another risk scoring
matrix, the threshold values you previously set for the project are
removed. You will need to select values using the newly assigned
risk scoring matrix.
5) On the Portfolio Analysis page, click Save.
Tip
If the Risk Scoring Matrix field is not visible, click Customize. In the Customize Scorecard
dialog box, click the Columns tab. On the Columns tab, expand General and
double-click Risk Scoring Matrix to move it to the Selected Columns list. Click Apply.
Risk Categories
About Risk Categories
Risk categories are a classification of risk types customized to your specific project or
business that are used to categorize and organize project risks. Categorizing risks enables
you to analyze the types of risks occurring and see trends within the project or across
multiple projects. This visibility enables you to more effectively manage risks over the long
term.
Creating Risk Categories
Create risk categories and subcategories to define a risk breakdown structure (RBS),
which enables you to categorize and organize project risks.
To create a risk category:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and click Risk Categories.
3) On the Risk Categories page:
a. Select an existing category and click Add (Insert) to create a category at the
same level, or click Add Child (Ctrl+Insert) to create a category below the
selected level.
b. In the Category field, double-click and type a unique name.
c. Click Save (Ctrl+S).
Tips
On the Risks page:

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To display the Category field, click Select Columns on the Risks toolbar and select
Category.
To organize risks for open projects, click Group By or Filter By on the Risks
toolbar, depending on your viewing preferences.
Risk UDFs
About Risk User Defined Fields
User defined fields allow you to create and maintain data specific to your organization.
For example, you can track additional activity data, such as delivery dates and
purchase order numbers. You can also track additional resource data or project
cost-related data, such as profit, variances, and revised budgets. User defined fields are
global, so they can be used across all projects in your organization.
Creating Risk UDFs
Create risk user-defined fields (UDFs) to store additional project risk data on the Risks
page that is pertinent to your project or business and is not available from the default
fields. For example, you might need to include a location field to identify where the risk
might occur, or a ranking field to determine the order in which the risks will be handled.
UDFs can be of many types: text, start date, finish date, cost, number, integer, or
indicator. Data from UDFs is not used in scoring calculations.
To create a risk UDF:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Risks and click Risk UDFs.
3) On the Risk UDFs page:
a. Click Add (Insert).
b. In the User Defined Field, double-click and type a name.
c. In the Data Type field, double-click and choose a data type from the list.
d. Click Save (Ctrl+S).
Project Risks
Working with Project Risks
The risk register on the Risks page is the main area of the application where you identify
and manage risks for a project. Additionally, you can add risks to a project from the EPS
page, and add risks to a project and assign the risks to activities from the Activities page.

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Once you add a risk to the risk register, you can perform further analysis on the risk and
create one or more risk response plans which include activities to reduce the negative
impact of the risk. See About Risk Response Plans (on page 393).
Table of Project Risks Elements
Item Description
Risks toolbar
Risks work area: Risks for all the projects you have open display in the risk
register. You can group by field name, such as project name, to view all
risks organized by project, or create a filter to view only the risks that
interest you.
When adding a risk to the risk register, you supply a name for the risk,
identify the risk as a threat or an opportunity, identify the current status of
the risk, identify the owner of the risk, and then assign the values for
probability, schedule, cost, and any other applicable user-defined
impacts. The values for probability, schedule, cost, and additional
user-defined impacts are used to calculate the risk score. The values for
probability and cost are used to calculate risk exposure.
Note: If the Probability, Cost, and Schedule fields
are disabled, a risk scorning matrix has not been
assigned to the project. You can still use the risk
register to track your risks; however, you cannot use
the qualitative risk analysis features in the
application until you create a risk scoring matrix
and assign it to the project.

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Item Description
Risks detail windows:
Response Plans: The area where you add response plans and response
plan action items. See Working with Risk Response Plans (on page 394).
Activities: The area where you associate scheduled activities in your
project to an identified risk. Refer to the example above to see a list of
the project activities impacted by risk R001: Concrete supply
constrained.
Description: The area used to provide a detailed explanation of the risk.
Cause: The area used to explain why this risk is occurring.
Effect: The area used to describe the impact this risk has on this project.
Notes: The area used to capture any additional information regarding
the risk.
Probability and Impact Diagram: The Probability and Impact Diagram
(PID) is a graphical representation of the probability and impact
thresholds assigned to the risk scoring matrix associated with the project.
Managing Project Risks
You can perform qualitative analysis on your project risks. Using the tasks listed below, you
can identify a risk for your project and assign probability and impact values to this risk to
calculate a risk score and risk exposure values for each risk. Additionally, you can assign
activities to the risk and create a risk response plan, which can include actions to
mitigate the risk.
1) Creating Project Risks (on page 389)
2) Assigning a Risk to an Activity (on page 354)
3) Developing a Risk Response Plan (on page 395)
Creating Project Risks
Add project risks to capture potential threats or opportunities that might impact your
project.
For convenience, you can add risks to projects from different areas in the application,
depending on the tasks you are performing at the time.
You can capture risks in the Projects section from the Risks, Activities, or EPS pages.

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Adding Detailed Project-Level Risks - The Risks page is the risk register where all risk
data for the projects on which you are working is stored. You can customize the page
using filters or grouping to view a specific list of project risks. From this page, you can
assign probability and impact values to obtain a risk score and risk exposure value,
and create risk response plans that include response plan action items to reduce or
eliminate the negative impact of the risk. If you previously added risks to a project
from the Activities page or the EPS page, you can use this page to add detailed
information about the risk and perform qualitative analysis.
Adding Risks to Activities - Use the Activities page when you are working in the
detailed activity level to quickly add a risk or assign an existing risk to activity. From the
Risks detail window, you can assign probability and impact values to obtain a risk
score and risk exposure value. To view all risks on the project or to create risk response
plans, use the Risks page.
Adding High-Level Project Risks - Use the EPS page when you are working at the
project level to quickly add a risk to a project. From the Risks detail window, you can
assign probability and impact values to obtain a risk score and risk exposure value. To
perform a more detailed analysis of your risks, such as assigning risks to activities or
creating risk response plans, use the Risks page.
Related Topics
Adding Detailed Project-Level Risks.....................................................................390
Adding Project Risks to Activities ..........................................................................391
Adding High-Level Project Risks ............................................................................392
Adding Detailed Project-Level Risks
Add project risks to capture potential threats or opportunities that might impact your
project, and to perform qualitative analysis to reduce or eliminate negative impact on
the project.
Note: If a risk scoring matrix is not assigned to the project, you can
add general risk information to the Risks page, but you will not be
able to enter values for probability, schedule and cost, which are
values used to generate the risk score.
To add detailed project-level risks:
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, click Add a Risk (Insert).
4) If multiple projects are open, select a project from the Select Project dialog box and
click Assign, then click Close.
5) On the Risks page:
a. In the ID field, click and type an ID for the risk.
b. In the Name field, click and type the risk name.

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c. In the Type field, double-click and select the type of risk from the list.
d. In the Status field, double-click and select the current status for the risk.
e. In the Owner field, double-click then click .
6) In the Select Owner dialog box, select an owner for the risk and click Assign.
7) On the Risks page:
a. In the Probability field, double-click and select a probability from the list.
b. In the Schedule field, double-click and select a schedule impact from the list.
c. In the Cost field, double-click and select a cost impact from the list.
d. Complete any additional fields on the table that are relevant for this risk, including
the Identified By and Identified Date fields, and any user-defined fields.
Note: To display additional columns, click Select Columns and
select the column to add to the table.
8) Use the Cause, Description, Effect, and Notes detail windows to provide more
information about the risk.
9) On the Risks page, click Save (Ctrl+S).
Tips
You can copy existing risks to create new risks. If you copy an existing risk to the same
project, all data, including response plans and associated activities, is retained. If you
copy an existing risk to a different project, activity associations are removed. If the
project does not have the same risk scoring matrix assigned, then the probability and
impact fields (schedule, cost, and user defined) are cleared.
Click the Probability and Impact Diagram detail window to view the risk scoring matrix
assigned to the project.
Adding Project Risks to Activities
Add project risks to activities to capture potential threats or opportunities that might
impact your project. Use this method if you want to quickly associate a risk to an activity.
You can add a new project risk to an activity, or assign an existing project risk to an
activity.
To add a new or assign an existing project risk to an activity:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select an activity and click the Risks detail window.

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4) To assign an existing risk to the activity, in the Risks detail window:
a. Click Assign (Insert).
b. In the Select Risk dialog box:
1. Click on a risk.
2. Click Assign.
3. Assign any additional risks, and then click Close.
5) To add a new risk to an activity, in the Risks detail window:
a. Click Add (Insert).
b. In the ID field, click and type an ID for the risk.
c. In the Name field, click and type the risk name.
d. In the Type field, double-click and select the type of risk from the list.
e. In the Status field, double-click and select the current status for the risk.
f. In the Category field, double-click and select a category from the Select Risk
Category dialog box, if applicable.
g. In the Owner field, double-click then click .
6) In the Select Owner dialog box, select an owner for the risk and click Assign.
7) On the Activities page, click the Actions menu and select Save (Ctrl+S).
Adding High-Level Project Risks
Add project risks to capture potential threats or opportunities that might impact your
project.
Use this method to quickly add a risk to a project. You can enter basic risk information
from this page, including ID, Name, Owner, Category, Type, and Status.
To add a high-level project risk:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, click on a project, and then click the Risks detail window.
4) In the Risks detail window:
a. Click Add (Insert).
b. In the ID field, click and type an ID for the risk.
c. In the Name field, click and type the risk name.
d. In the Type field, double-click and select the type of risk from the list.
e. In the Status field, double-click and select the current status for the risk.
f. In the Category field, double-click, click , then select a category from the Select
Risk Category dialog box, if applicable.
g. In the Owner field, double-click then click .
5) In the Select Owner dialog box, select an owner for the risk and click Assign.
6) On the EPS page, click Save (Ctrl+S).

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Assigning a Risk to an Activity
Assign a risk to an activity to explicitly identify the activity impacted by the risk.
You can assign a risk to an activity while you are adding project risks on the Risks page or
while managing your activities on the Activities page.
To assign a risk to an activity from the Risks page:
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, click a risk.
4) Click the Activities detail window and click Assign Activities .
5) On the Select Activity dialog box:
a. Select an activity and click Assign.
b. Select any additional activities impacted by the risk and click Assign.
c. Click Close.
6) On the Risks page, click Save (Ctrl+S).
To assign a risk to an activity from the Activities page:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page, select the activity you want to assign a risk.
4) On the Risks detail window, click Assign (Insert).
5) On the Select Risk dialog box:
a. Select a risk and click Assign.
b. Click Close.
6) On the Activities page, click Save (Ctrl+S).
Risk Response Plans
About Risk Response Plans
Response planning allows you to identify and document methods you might use to
manage project risks. When you identify an area with a risk, create a risk response plan to
determine what actions could be taken to promote the most favorable outcome.

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Working with Risk Response Plans
The Response Plans detail window is the area in the risk register where you create plans
for handling the identified risks. Once you have identified which project risks need further
action, create a response plan and assign response plan action items for each risk to
reduce the negative impact on the project.
Table of Risk Response Plan Elements
Item Description
Response Plans toolbar
Response Plan rows: Create one or more response plans while you are in
the planning phase and indicate the response type. When you have
analyzed your response options, choose one response plan by selecting
the Active option next to the appropriate response plan.
In the example above, two response plans have been created for the
Concrete supply constrained risk. The first plan is to accept the risk and
take no action; the second plan is to reduce the impact of the risk by
contracting with alternative suppliers. The second plan has been
selected as the plan of choice.

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Item Description
Response Action Item rows: Each risk response plan can have multiple
response plan action items. Response action items are additional
activities you perform to reduce the impact of the risk.
For each response action item, assign the probability, schedule impact,
cost impact, and any additional user-defined impacts, which are based
on the outcome of the action item, to obtain a post-mitigated score.
In the example above, three activities are assigned to the risk plan. The
risk score will not significantly decrease until all three response items are
complete. By taking action on this risk and creating a response plan, the
impact of this risk can be significantly reduced.
Developing a Risk Response Plan
Once you have identified a risk for your project, you can then create a risk response plan
to help manage the project risk. A risk response plan includes a name for the plan and
response plan action items. You can create multiple risk response plans for a risk each
with multiple response action items. When you determine which plan will best meet the
project needs, select the Active option next to the appropriate response plan. One
response plan must always be active.
To develop a risk response plan, complete the following tasks:
1) Adding Risk Response Plans (on page 395)
2) Adding Risk Response Plan Action Items (on page 396)
3) Assigning Activities to Risk Response Plan Action Items (on page 397)
Adding Risk Response Plans
Add one or more response plans to a risk to plan alternative activities that might reduce
the probability of a risk occurring, or to reduce the impact of the risk.
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, click a risk, and then click the Response Plans detail window.
4) On the Response Plans detail window:
a. Click Add a Response Plan (Insert).
b. In the ID field, double-click and type a response plan ID.
c. In the Name field, double-click and type a name for the new response plan.
d. In the Response Type field, double-click and select a response type from the list.
5) On the Risks page, click Save (Ctrl+S).

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Note: After you decide which response plan you are implementing,
select the Active option next to the appropriate response plan.
Adding Risk Response Plan Action Items
Each risk response plan can include multiple response plan action items.
To add a risk response plan action item:
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, click on a risk, and then click the Response Plans detail window.
4) Repeat the following for each response action you want to add to a risk response
plan:
a. On the Response Plans detail window:
1. Click on the response plan for which you are adding a response action and
click Add a Response Action.
2. In the ID field, double-click and type an ID for the response action item.
3. In the Name field, double-click and type a name for the response action item.
4. In the Owner field, double-click and click .
b. On the Select Owner dialog box, select a name and click Assign.
c. On the Response Plans detail window:
1. In the Status field, double-click and select a status from the list.
2. In the Start Date field, double-click and select a start date from the calendar.
This is an optional field. If you assign an activity to the response action, the
activity date and total cost for the activity will override the values you just
entered.
3. In the Probability field, double-click and select a probability based on the
response action.
Note: If a risk scoring matrix is not assigned to your project, the
Probability, Schedule, and Cost fields are disabled.
4. In the Schedule field, double-click and select a schedule impact based on the
response action.
5. In the Cost field, double-click and select a cost impact based on the response
action.
6. If there are any user-defined impact fields, double-click in the field and select
an impact based on the response action.
5) On the Risks page, click Save (Ctrl+S).
Note: After you decide which response plan you are implementing,
select the Active option next to the appropriate response plan.

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Assigning Activities to Risk Response Plan Action Items
Existing activities can be assigned to a response plan action item to identify the activities
necessary to respond to the risk. If you need a new activity for the response action, first
create that activity, then assign it to a response plan action item.
The cost values for the assigned activity are used in the cost calculations for the response
plan, and the activity start and finish dates are displayed in the response plan.
To assign an activity to a risk response plan action item:
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, click a risk and then click the Response Plans detail window.
4) On the Response Plans detail window:
a. Expand the appropriate risk response plan and click on the response plan action
item for which you are adding an activity.
b. In the Activity field, double-click and click .
5) On the Select Activity dialog box, click the activity and click Assign.
Note: If the Activity field is not displayed, click Select Columns
and click Activity.
6) On the Risks page, click Save (Ctrl+S).
Exporting Risk Data
Risk data can be saved to an Excel spreadsheet (*.xls). All data is exported as it appears
in the current view. Customize the rows to display only the data you want to export.
To export risk data:
1) Click Projects.
2) On the Projects navigation bar, click Risks.
3) On the Risks page, customize the table using the customize features. The fields that
are visible on the page are the fields that are exported to the Excel spreadsheet.
 Click Select Columns to select the columns you want displayed in the
spreadsheet.
 Click Filter By to filter the data by an existing filter, or create a new filter to
customize your view.
4) Click Export to Excel.
When prompted, select whether you want to open or save the export file.

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About Documents
A document is a file or work product that you create and add to your Primavera work
environment. The application provides document management capabilities that enable
you to store, organize, manage, and access documents in a secure environment. The
available document management functionality depends on your configuration. When
the content repository is configured, the complete set of advanced document
management capabilities is available, including check in, check out, and document
reviews. When the content repository is not configured, a limited set of document
management features is available, such as adding, deleting, and relating items to
documents.
When an optional content repository is installed, P6 supports up to three general classes
of documents: project, private, and workgroup. Project documents are documents that
you relate to a project via P6. Only users with the necessary securities can edit project
documents. Private documents are documents that you add to P6 for your own use.
Private documents are not associated with any project and are available only to you.
Workgroup documents are documents that are added to a specific project workgroup.
These documents are available only to members of the workgroup.
When the content repository is not configured for use with P6, you can perform limited
actions on project documents only, and private and workgroup documents are not
available.
Working with Documents without the Content Repository
Project documents are documents that a user relates to a project. You can work with
project documents from the Documents page or the Project Documents portlet on the
Workspace page.
From the Documents page or the Project Documents portlet, you can:
Add documents to a project - You can add a document from a public and/or a
private location. To enable project team members to open a document from the
Public Location, make sure to store the document on a publicly accessible network
server. You can store a personal copy of the document in the Private Location. For
example, you can use this area to store the original copy of the document if you
expect team members to update the public copy.
Open and edit project documents - Click Open to view and edit the document. Since
the document is stored on your network server, any saved changes will be visible to
the next person who opens the document.
Track document versions - You can set the version number each time you update the
document if version tracking is important for the document.
Related items to the project document - You can associate activities or WBSs, issues, or
other documents to your project document. This enables you to see how a document
relates to the project and where to find additional information.

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The availability of a document and the actions you can perform on the document
depend on several factors:
Project documents are available only to users who have access to the corresponding
project.
The security policy of a project document determines which actions you can perform
on that document; for example, you might only be able to view a document.
Note: Documents cannot be used with project templates.
Adding Documents to a Project without the Content Repository
In standard P6 configurations without the optional content repository, you can add
project documents directly from your computer or a network server to the project. These
documents are available to everyone who has access to the project.
To add a document to a project:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page:
a. Click on the project name.
b. Click Add Document.
4) In the Upload dialog box, click .
5) In the Open dialog box:
a. Navigate to and select a file.
b. Click Open.
6) In the Upload dialog box, click Upload.
Tips
You cannot add documents to template projects.
You can add documents to a project from the Project Documents portlet of the
Workspace page.
Configuring Document Details without the Content Repository
You can view and edit detailed information for documents you have privileges to
modify.
To configure document details:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page:
a. Expand a project and select a document.

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b. Click the General tab and configure the fields, options, and lists as necessary.
c. (Optional) Click the Description tab and enter a description in the field.
d. Click the Related Items tab to assign related items to the document.
e. Click Save.
Tip
You can also click Edit Details in the Project Documents portlet of the Workspace page to
access the Document Details dialog box.
Assigning Related Items to Documents without the Content Repository
You can assign related activities, WBSs, issues, and documents to a document.
To assign related items to a document:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Documents.
3) On the Documents page:
a. Expand a project and select a document.
b. Click the Related Items tab.
4) On the Related Items tab:
a. To relate activities or WBSs, click Relate Activities or WBS and select activities or
WBSs from the Select an Activity or WBS dialog box.
b. To relate issues, click Relate Issues and select issues from the Relate Issue dialog
box.
c. To relate documents, click Relate Documents and select documents from the
Relate Document dialog box.
d. Click Save.
Tips
You can also click Edit Details in the Project Documents portlet of the Workspace page to
access the Related Items tab of the Document Details dialog box.
Sending E-Mail about Documents without the Content Repository
You can send e-mail about a project document that includes basic details and a
bookmark link to the document.
To send a e-mail about a document:

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1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.
 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Documents.
3) On the Documents page:
a. Expand a project and select a document.
b. Click E-mail Document Details.
4) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address associated with your user profile to send an e-mail.
You can also send document e-mails from the Project Documents portlet of the
Workspace page.
Working with Documents with a Content Repository
There are three types of documents: project, private, and workgroup. P6 supports
document management features for project documents. When the optional content
repository is installed, P6 also supports private and workgroup documents.
Project documents are documents that a user relates to a project. You can work with
project documents from the Documents page, the Project Documents portlet on the
Workspace page, or the Documents portlet on the Workgroup Workspace page. It is also
possible to convert a project document to a private document.
You can add private documents for your own use. Private documents are not associated
with any project and are available only to you. You can add private documents to the
My Documents portlet on a dashboard. All private documents are stored in the My
Documents portlet on the Private Documents tab.
Workgroup documents are added to a specific project workgroup, which can be
thought of as a subset of a project. These documents are available only to viewers of the
workgroup. On the Workgroup Workspace page, workgroup documents are stored on
the Workgroup tab of the Documents portlet. Generally, users who have rights to a
project can see a workgroup and its contents.
The content repository functionality provides advanced document management
capabilities. With advanced functionality, you can use document version control
features to manage shared access to documents, organize project documents into a
folder hierarchy structure, and start or participate in document reviews.

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Specifically, you can:
Download documents
Check in, check out, and undo check out documents
Search for documents
View a document's history
View a document's versions
Add, delete, and rename project folders
Move project documents to a different folder location
Start a document review
Terminate a document review
Review a document
Send e-mail about a document
The availability of a document and the actions you can perform on the document
depend on several factors:
Project and workgroup documents are available only to users who have access to
the corresponding project or workgroup. Private documents are available only to the
person who adds them.
The security policy of a project document determines which actions you can perform
on that document; for example, you might only be able to view a document.
Note: Documents cannot be used with project templates.
About the Document Content Repository
The content repository allows users to collaboratively share and manage documents in
the application. The document management functionality available to you depends on
your configuration. When the content repository is configured, the complete set of
advanced document management capabilities is available, including check in, check
out, and document reviews. When the content repository is not configured, a limited set
of document management features is available, such as adding, deleting, and relating
items to documents.
Repository storage
Your content repository stores documents created in P6 in a folder reserved for these
documents. This folder is referred to as your P6 repository. Depending on your access
privileges and configured content repository, you can access documents that were
created outside P6. These documents are stored in their own folders in the content
repository.
Repository authentication

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The application offers two content repository authentication modes. Authentication can
be configured for either single or multiple user authentication. In single user
authentication mode, all users access the repository using a single administrator user
login that is set during repository configuration. In multiple user authentication mode,
each user is authenticated based on their individual login.
Single user authentication mode is useful when you want users to have full access to the
content repository through P6 without having to maintain an equivalent list of users for
both P6 and the repository. This allows a repository administrator to maintain one set of
credentials for the repository. Single user authentication is also useful for quickly setting up
test repositories that can be accessed by testers with minimal fuss.
Multiple user authentication mode is the default mode. Multiple user authentication
mode provides increased security by restricting content repository access on an
individual user basis. Because it uses native auditing fields it also allows a clear audit of
who has created and modified files.
Creating Document Templates
If P6 is configured to use the content repository, you can create document templates
that you can use as a foundation when adding new documents.
To create document templates:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a project and click Add Options Create New
Template.
5) In the Select File dialog box, select a file and click Open.
6) On the Project tab, click the General tab.
7) On the General tab:
a. Enter a name in the Title field.
b. Select a policy from the Security Policy list.
c. Click Save.
Tips
Select the Template Document option to make this document a template.
Types of policies:
 Read Only: The folder is not editable by other users.
 Shared: The folder can be viewed, moved, edited, and deleted by other users.
 Personal: The folder is hidden from other users.
You can also create document templates from the Documents portlet of the
Workgroup Workspace page, the Project Documents portlet of the Workspace page,
or the My Documents portlet of the Dashboards page.

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Copying Documents from Existing Templates
If P6 is configured to use the content repository, you can copy documents from
templates to add a new document based on an existing template.
To copy documents from templates:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a project and click Add Options Copy from existing
template.
5) In the Select a Template to copy from dialog box, select a template and click OK.
6) On the Project tab:
a. Click the General tab and enter a name in the Title field.
b. Click and configure each tab as necessary.
c. Click Save.
Tips
The Select a Template to copy from dialog box displays all the template documents
that exist for the project.
Types of policies:
 Read Only: The folder is not editable by other users.
 Shared: The folder can be viewed, moved, edited, and deleted by other users.
 Personal: The folder is hidden from other users.
You can also create document templates from the Documents portlet of the
Workgroup Workspace page, the Project Documents portlet of the Workspace page,
or the My Documents portlet of the Dashboards page.
Adding Documents to a Project and Storing Them in the Content Repository
You can add documents from your computer or a network server to the content
repository and designate them as private, read-only, or shared within the current project.
When you add shared documents, they are ready for document reviews.
Note: This topic assumes that you have setup the optional content
repository.
To add a document to a project and store that document in the content repository:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab:
a. Expand a project.
b. (Optional) Expand one or more folders. If necessary, create a folder. See the
related topics.
c. Click Add Options Add Document.
5) In the Select File dialog box:
a. Select a document.
b. Click Open.
6) On the Project tab:
a. Click any of the five tabs and complete the data fields.
b. Click Save.
Tips
You can complete all available document management functions on the copy,
which has no relationship to the original document.
To add a document to a folder, select the folder before you click the Add Options
menu. You cannot add a document to a read-only folder.
At any time, you can privatize documents that you added to the application. To
make a document private, select the document in the Projects Documents portlet or
on the Documents page, click Access Level Options/Make Private.
You can also add public documents from the Project Documents portlet of the
Workspace page, the Documents portlet of the Workgroup Workspace page, or the
My Documents portlet of the Dashboards page.
Adding Documents to a Project from the Content Repository
In addition to adding documents to the repository, you can also add them to projects
from the content repository. When you add an existing repository document you can
decide to copy it for a fresh start within the new assigned project or simply link to it.
Note: This topic assumes that you have setup the optional content
repository.
To add a document from the repository and copy it or link it to a project:
1) Open one or more projects in the Projects section using one of the following methods:
 Click Projects to open the last project or group of projects you were working with.
 Click the Projects menu and choose one of the most recently used projects or
group of projects.

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 Click the Projects menu and choose Open Projects to select a project or group
of projects by portfolio type, EPS node, or project code.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab:
a. Expand a project.
b. (Optional) Expand one or more folders. If necessary, create a folder. See the
related topics.
c. Click Add Options Add from content repository.
5) In the Select Document dialog box:
a. Select a document. If necessary, expand any folders or use the search field.
b. Select the Copy selected document or Link to selected document option.
c. Click OK.
6) On the Project tab:
a. Click any of the five tabs and complete the data fields.
b. Click Save.
Tips
Add a copy when you want project members to change the new document. Add a
link to a content repository document when you want to preserve the original
document.
The link displays in the folder you selected in your document view, indicating that you
have created a link to the document in its location in the content repository.
You can also link to repository documents from the Documents portlet of the
Workgroup Workspace page, the My Documents portlet of the Dashboards page,
and the Project Documents portlet of the Workspace page.
Configuring Document Details
If P6 is configured to use the content repository, you can view and edit detailed
information for private documents, workgroup documents, and documents you have
privileges to modify.
To configure document details:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab:
a. Expand a project and select a document.
b. Click the General tab and configure the fields, options, and lists as necessary.
c. (Optional) Click the Description tab and enter a description in the field.

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d. Click the Related Items tab to assign related items to the document.
e. Click Save.
Tips
You can also click Edit Details in the My Documents portlet of the Dashboards page,
the Project Documents portlet of the Workspace page, or the Documents portlet of
the Workgroup Workspace page to access the Document Details dialog box.
Assigning Related Items to Documents
You can assign related activities, WBSs, issues, and documents to a document.
To assign related items to a document:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab:
a. Expand a project and select a document.
b. Click the Related Items tab.
5) On the Related Items tab:
 To relate activities or WBSs, click Relate Activities or WBS and select activities or
WBSs from the dialog box.
 To relate issues, click Relate Issues and select issues from the dialog box.
 To relate documents, click Relate Documents and select documents from the
dialog box.
6) On the Project tab, click Save.
Tips
You can also click Edit Details in the My Documents portlet of the Dashboards page, the
Project Documents portlet of the Workspace page, or the Documents portlet of the
Workgroup Workspace page to access the Related Items tab of the Document Details
dialog box. Expand the Related Items section on the Details of page of the Documents
page to assign related items to documents when your content repository is not
configured.
Checking Out Documents
Check out a document to save a copy to your local machine or another specified
location. Checking out a document locks the document to prevent others users from
making simultaneous updates to it. When a document is checked out, users can still view
and download the document, but they cannot modify, delete, or check it out.
To check out a document:
1) Click Projects.

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2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a project and click Check Out options Check out.
5) In the Check Out Document dialog box, click Check Out document to .
6) In the Save As dialog box, select a location and click Save.
7) In the Check Out Document dialog box:
a. Select or clear the option to determine if you want the document to automatically
open after it is checked out.
b. Click Check Out.
Tips
To undo a check out, click Undo Check Out on the Check Out options menu.
When an item is checked out, it will have a beside it.
The content repository must be configured for use with P6 to enable the functionality
described in this topic.
You can also check out documents from the My Documents portlet of the
Dashboards page, the Documents portlet of the Workgroup Workspace page, and
the Project Documents portlet of the Workspace page.
Checking In Documents
Check in a document when you are finished with it. You must check in a document to lift
the lock that a check out places on a document.
To check in a document:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a checked out document and click Check Out
options Check in.
5) In the Check In Document dialog box:
a. Click Select Document and verify that the path to the document is correct.
b. Click the Comments field and enter any comments you want to include with the
document.
c. Select the Delete Local Files option if you want the application to automatically
delete the document from your local drive or other location.
d. Click Check In.
Tips
When an item is checked out, it will have a beside it.

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The content repository must be configured for use with P6 to enable the functionality
described in this topic.
You can also check out documents from the My Documents portlet of the
Dashboards page, the Documents portlet of the Workgroup Workspace page, and
the Project Documents portlet of the Workspace page.
Sending E-Mail about Documents
You can send e-mail for a project or workgroup document that includes basic details
and a bookmark link to the document.
To send document e-mails:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a document and click E-mail Document Details.
5) In the E-mail dialog box:
a. Edit the recipient list, message, and subject as needed.
b. Click Send E-mail.
Tips
You must have an e-mail address listed in you user profile to send an e-mail.
You can also send document e-mails from the Documents portlet of the Workgroup
Workspace page, the Project Documents portlet of the Workspace page, the My
Documents portlet of the Dashboards page, or the Documents page (without the
content repository).
Assigning Documents to Workgroups
Assign documents to a workgroup if they are related to the content the workgroup
covers.
To assign documents to a workgroup:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab:
a. Expand a project and select a document.
b. Click Access Level Options Assign to Workgroup.
5) In the Select Workgroup dialog box, select a workgroup and click OK.
Tips
The Assign to Workgroup option is disabled if the document is already assigned to a
workgroup.

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You can only assign documents to workgroups of the selected project.
Creating Document Folders
If P6 is configured to use the content repository, you can create document folders as a
method of document organization in a project.
To create document folders:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, select a project to which you will add the folder and click
Add Options Add Folder.
5) In the Add Folder dialog box:
a. Enter a name in the Folder Name field.
b. Select a policy from the Security Policy list.
c. Click OK.
Tips
Types of policies:
 Read Only: The folder is not editable by other users.
 Shared: The folder can be viewed, moved, edited, and deleted by other users.
 Personal: The folder is hidden from other users.
You can also create document folders from the Documents portlet of the Workgroup
Workspace page, the Project Documents portlet of the Workspace page, or the My
Documents portlet of the Dashboards page.
About Document Reviews
A document review is a process in which a specific version of a document is assigned to
one or more people to review. At some organizations, reviews represent a helpful way of
sharing information and gathering specific comments or feedback from others. At others,
this type of collaboration is required as part of a quality process or compliance directive.
Initiate a review when you have a document that requires the approval of one or more
people. For example, you might have a new document that requires that four other
members of your department review it. Before making the document available to all
members of the project, you have each department member review the document for
accuracy.
Note: Document reviews require installation of the content
repository with P6. Contact your P6 for more information.
When starting a document review, you can specify reviewers and select a review type.
These review types determine the approval requirements and reviewer sequence:

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Anyone May Review: Enables any of the listed reviewers to approve or reject the
document version. Once one reviewer approves it, the review status changes to Review
Approved; once one reviewer rejects it, the review status changes to Review Rejected.
Everyone Must Review: Requires each listed reviewer to respond to the document review
to complete it. To change the review status to Review Approved, all reviewers must
approve the document. To change the review status to Review Rejected, only one
reviewer needs to reject the document.
Everyone Must Review in Sequence: Requires each listed reviewer to respond to the
document review in a designated sequence to complete it. To change the review status
to Review Approved, all reviewers must approve the document. To change the review
status to Review Rejected, only one reviewer needs to reject the document. Once one
reviewer rejects the document, the review is complete.
Working With Document Reviews
Initiating a Document Review
Initiate a review when you have a document that requires the approval of one or more
people.
Table of Screen Highlights
Item Description
Ensure the Security Policy for the document is set to Shared.
Click Start Review.

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Item Description
Use the Start Review dialog box to specify review details, including the
name of the review, the review type to determine the approval
requirements and reviewer sequence, the reviewer list, the date by which
all reviewers must complete the review, and a description of the review.
Click Create Review.
Participating in a Document Review
During the review, review participants can access the document from the Document
Reviews portlet on the Dashboards page. The Action Required tab indicates whether you
have a review to complete.
Table of Screen Highlights
Item Description
Click on the document you want to approve and click Approve.
In the Approve Document Review dialog box, enter your review
comments and click Approve.
Reviewing Documents
If you have P6 installed with configured workflow and content repositories, you can start
or participate in a document review.

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Select one of the links below based on whether you are starting or participating in the
review:
Creating Document Reviews (on page 413)
Participating in Document Reviews (on page 149)
Creating Document Reviews
If you have the optional content repository installed with P6, you can initiate a document
review.
To create a document review:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Projects tab.
4) On the Projects tab:
a. Select the document you want reviewed.
b. Click Start Review.
5) In the Start Review dialog box:
a. Enter a value in each required field.
b. Click Assign Reviewers and select one or more reviewers from the dialog box.
Note: If you select the review type Everyone Must Review In
Sequence, use the Up and Down arrows to arrange the
sequence of reviewers.
c. (Optional) Click Due Date and select a date by which the reviewers must
complete the review.
d. Click Create Review.
Tips
Reviews you have initiated appear on the My Reviews tab of the Document Reviews
portlet on the dashboard. Click Edit Details, and view a list of all reviewer responses,
review details, and the names of reviewers who have not yet responded to the
review. Once the review is complete, the document no longer appears in the
Document Reviews portlet. You can subsequently access details for the completed
review from the Document Details dialog box.
If the Start Review button is disabled, this indicates one of the following conditions
exists, preventing the start of a new review:
 The current version of the document is in review or has been reviewed
 A previous version of the document is in review
 Multiple documents are selected (You can send only one document for review at
a time)
 The project or document is already checked out for exclusive use

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 The document's Security Policy is set to Personal
 You do not have the appropriate privileges
 A template is open
You can also create document reviews from the Project Documents or
Communication Center portlets of the Workspace page or the My Documents portlet
of the Dashboards page.
Participating in Document Reviews
If you have configured the optional Content Repository with P6, and you are assigned as
a reviewer for a specific document, you can review documents from the Document
Reviews portlet on a dashboard. As a reviewer, you can access review details, add
comments or attachments, and approve or reject the document.
To respond to a document review:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Document Reviews portlet and click the Action
Required tab.
4) On the Action Required tab:
a. Select a document to review.
b. Click View to view the document.
c. Click Details to view attachments and comments from previous reviewers.
d. Click Approve or Reject.
5) In the Approve Document Review or Reject Document Review dialog box:
a. Enter any supporting comments.
b. Attach any supporting documents.
c. Click Approve or Reject.
Tips
If the review type is set to Everyone Must Review in Sequence, the review will not
appear in subsequent reviewers' Action Required portlets until the document has
been approved by the previous reviewer.
If the Document Reviews portlet is not available, configure dashboard content in
order to add it to the dashboard.
Terminating Document Reviews
You can terminate document reviews that you initiated.
To terminate a document review:
1) Click Dashboards.
2) On the Dashboards page, select a dashboard.
3) On the dashboard, expand the Document Reviews portlet.

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4) In the Document Reviews portlet, click the My Reviews tab.
5) On the My Reviews tab:
a. Select the name of the document review you want to terminate.
b. Click Terminate.
Tips
Configure dashboard content to add a portlet to the dashboard if it is not available.
Searching for Documents
You can search for documents using a basic search with keywords and operators or you
can conduct an advanced search and construct more complex search queries for
documents.
Click one of the following links to see how to perform a quick or advanced search:
Searching for Documents (Advanced Search) (on page 415)
Searching for Documents (Quick Search) (on page 416)
Tips
From a dashboard, you can search your private documents, and all project
documents to which you have access.
From a workgroup, you can search all documents that belong to the workgroup, and
all other documents in that project.
You can only search for project documents that have been added in P6 by a user
who has a configured content repository installed.
Documents are listed in order of their relevance to the search criteria. Documents
that are most closely related to the search criteria appear first in the list.
Searching for Documents (Advanced Search)
You can perform advanced searches for documents using authors and dates.
To search for documents:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, click Search Options Search.
5) In the Document Search dialog box, click Advanced .
6) In the Advanced Search Options section:
 Expand the Search by Person section and configure the Author list.
And/Or
 Expand the Search by Date section and configure the option and fields.
7) In the Document Search dialog box, click Search.

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Tips
You can search by author, by creation date, or both. If you enter a value in both
sections, the application searches for all documents that were added by the author
and created between the dates you list.
The application lists the most relevant documents first.
Click Clear Criteria to reset the Document Search dialog box.
You can only search for project documents that have been added to P6 by a user
with a configured content repository.
To clear the search results, click Search Options/Clear Search Results.
When using any of the Advanced Search options, you can only search the most
current versions of documents.
You can also search for documents from the Project Documents portlet of the
Workspace page, the Documents portlet of the Workgroup Workspace page, and
the My Documents portlet of the Dashboards page.
Searching for Documents (Quick Search)
You can perform quick searches for documents using only text.
To search for documents:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab, click Search Options Search.
5) In the Document Search dialog box:
a. Enter keywords and operators in the Search Text field.
b. (Optional) Select the Search title and contents option to search document titles
and content.
c. Enter a value in the Limit results to (maximum 100) field to specify a limit on the
number of search results.
d. Click Search.
Tips
Type operators in capital letters.
The application lists the most relevant documents first.
Click Clear Criteria to reset the Document Search dialog box.
You can only search for project documents that have been added in P6 by a user
who has a configured content repository installed.
To clear the search results, click Search Options/Clear Search Results.
You can also search for documents from the Project Documents portlet of the
Workspace page, the Documents portlet of the Workgroup Workspace page, and
the My Documents portlet of the Dashboards page.

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Viewing Documents
If P6 is configured to use the content repository, you can view public documents or your
private documents. If you belong to a workgroup, you can also view workgroup
documents.
To view documents:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, click the Project tab.
4) On the Project tab:
a. Expand a project and select a document.
b. Click View Options View.
5) In the Opening dialog box, select the Open with option to open the file or select the
Save File option to save the file to your computer and click OK.
Tips
If P6 is configured with a content repository and you have the appropriate privileges,
you can view documents with AutoVue from the Documents detail window of the
Activities page.
You can also view documents from the Documents detail window of the Activities
page, the Project Documents portlet of the Workspace page, or the My Documents
portlet of the Dashboards page.
Downloading Documents
If P6 is installed with a configured content repository and workflow repository, you can
download a read-only copy of a document to your local machine or another specified
location.
Downloading enables you to keep a personal copy of the document and make
modifications to it in the document's native application. Any changes you make to the
document are saved locally and do not affect the original document in P6.
To download documents:
1) Click Projects.
2) On the Projects navigation bar, click Documents.
3) On the Documents page, select the Project tab.
4) On the Project tab, expand a project, select a document, and click View
Options Download.
5) In the Download Document dialog box:
a. Click the Path field and enter a path or click and select a download location
from the dialog box.

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b. Select the Open Document option if you want the document to open
automatically after it is saved.
c. Click Download.
Tips
You can also download documents from the My Documents portlet of the
Dashboards page, the Project Documents portlet of the Workspace page, and the
Documents portlet of the Workgroup Workspace page.
About Project Scheduled Services
Project Scheduled Services runs a service at the time and frequency that you select for
the projects that you choose. You can schedule the following types of services:
schedule, apply actuals, level, and summarize. Use this feature to schedule services so
you do not have to manually run them.
Creating Project Scheduled Services
You can schedule services to run at intervals you choose on projects that you select.
Available services include apply actuals, level, schedule, and summarize.
To create project scheduled services:
1) Click the Projects menu and select Project Scheduled Services.
2) On the Project Scheduled Services page, click Add (Insert).
3) In the Edit Service dialog box:
a. Enter or select a value for every field.
b. Select or clear the Enable Service option.
c. Click Add and assign one or more projects from the dialog box.
d. Click Save.
Tips
You can also enable or disable services directly on the Project Scheduled Services
page; select or clear the Enabled option for the service you want to enable or
disable.
You cannot schedule services for project templates.
Configuring Project Scheduled Services
You can configure the name, time, frequency, projects, and settings for a scheduled
service.
To configure scheduled services:
1) Click the Projects menu and select Project Scheduled Services.
2) On the Project Scheduled Services page, click Edit.

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3) In the Edit Service dialog box:
a. Configure the fields and lists.
b. Select or clear the Enable Service option.
c. In the Select Projects table:
1. Click Add and assign one or more projects or groups from the dialog box.
2. Click Delete to remove projects or groups from the table.
d. Click Save.
Tips
You cannot change the Service Type.
You can also enable or disable services directly on the Project Scheduled Services
page; select or clear the Enabled option for the service you want to enable or
disable.
Services for project templates cannot be scheduled, they must be run manually.
About Publication Services and Reporting
Before you can generate reports, data must be refreshed and calculations must be
made in precisely arranged tables and fields. Publication Services address these
reporting needs gathering and calculating data as close as possible to real-time. To
make this happen, you can configure P6 to automatically publish data to reporting
tables. Depending on the type of data published, P6 tables may still generate reports, or
a combination of P6 and reporting tables may generate them. An administrator must
configure settings for Publication Services before publishing reporting data.
Your organization's P6 EPPM data has two categories: project data and global data.
Published project data includes all information about your projects, including summaries
and calculations. Published global data includes enterprise data, resource and role
data, portfolio data, and security data.
To summarize the reporting process:
1) Users create new data or make changes to existing data in P6.
2) P6 global and project data publishes, automatically or manually, to tables for
reporting.
3) Reports generate directly from the collective P6 EPPM database with the P6
Extended Schema reporting tables.

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Working with Publication Services for Reporting
To achieve near real-time reporting, you can configure P6 to automatically publish to
tables that store updated data, including calculations and summary data. These tables
also create views for generating reports. The P6 data is split into two general categories:
project data and global data. Project data includes all information about your projects,
including summaries and calculations. Global data includes enterprise data, as well as
resource and role, portfolio, and security data. The image below summarizes the key
concepts in the publication and reporting process.
Table of Key Publication Services Concepts
Item Description
EPPM Database: The EPPM database captures all the data your
organization generates every second of every day. However, the raw
data in the EPPM database is not structured for immediate reporting.

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Item Description
Project Data: You can configure P6 to automatically publish a project
based on publication thresholds. Based on the options you select, you
can prioritize projects for publication in a queue. If necessary, you can
manually add a project to the queue.
Global Data: You can configure services in P6 to schedule the
publication of global data based on recurring intervals that you specify. If
necessary, you can also immediately publish this data manually.
Project Queue: Projects publish in sequential order based on priority. Your
administrator can control which projects are added to the publishing
queue, when, and in what order. These options ensure the project data
you need most is available for P6 reporting in near real-time.
P6 Extended Schema Tables: The project and global services recalculate
certain logical fields in the P6 EPPM database and store them as physical
fields in the P6 Extended Schema tables so they are available for
reporting and other purposes. Some fields in P6, such as durations, are
calculated in real time as related field data is changed and are not
stored in the database. Publication services recalculate these fields and
store their values in the extended schema tables. Other fields, such as
note fields, are not stored in the database in a format suitable for
reporting. For these fields, publication services will convert them to a
format more suitable for reporting.
P6 Reports: You can run reports directly against P6 Extended Schema
table views and P6 tables.

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P6 administrators control project and global publication processes, which are
summarized below.
Table of Key Publication Services Elements
Item Description
Application Settings for Publication Services: Located under the
Administer menu, begin by clicking Application Settings, and then
choose Services. On the Services page, specify the start date, period of
time to add to the current publication date to determine a finish date,
and time-distributed interval for publication. In the Project Publication
section, you can enable the Publish Projects services to refresh project
data according to a time interval you set. You can further determine a
change threshold, time threshold, and even decide if idle projects should
be added to the queue, and if so, set a maximum limit to the concurrent
number of idle projects being published.

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Item Description
Project Preferences for Publication Services: Then, navigate to the EPS
page in the Projects section. Click a project and select Set Project
Preferences from the Actions menu. On the Services page, select the
Enable Publication option to indicate you want to include this project in
the Publish Projects services. All new projects are enabled for publication
by default. Clear the option if you do not want to publish the project's
data. On this page, you can also set the project's priority relative to other
projects entering the publication queue.
Global Scheduled Publication Services: Return to the Administer menu
and navigate to the Global Scheduled Services dialog box to enable the
types of global data services you want to schedule. Below each service
you enable, specify the recurring interval and start time in the detail
window.
Publishing P6 Data for Reports
Reports based on P6 data require timely access to the most current data in order to be
accurate. For example, report recipients expect to see updated enterprise data and
project data including any calculations. In order to provide this data, P6 generates and
stores data in reporting tables (the P6 Extended Schema). You can configure P6 to
automatically publish essential data to the tables or manually generate it so that the
most current data is available for reporting.
The data is split into two general categories: project data and global data. Project data
includes all information about your projects, including summaries and calculations, and
global data includes enterprise data, resource and role data, and security data.
Related Topics
Defining Publication Periods..................................................................................423
Enabling Automatic Publishing of P6 Project Data for Reports........................424
Enabling Automatic Publishing of P6 Global Data for Reports ........................426
Configuring Publication Service Settings for Projects ........................................426
Manually Publishing P6 Project Data for Reports................................................427
Manually Publishing P6 Global Data for Reports................................................428
Defining Publication Periods
Before publishing global or project data for reporting, define the publication period. The
publication period you define should be large enough to capture all the project data
you need to include in reports.

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Warning: You can perform these steps again at any time to modify your settings. However, if an Admin
Superuser modifies the Start date, Time distributed interval, or Finish date is current date plus
fields, all data will be fully recalculated. Oracle recommends that you only reconfigure publication options
on weekends or during off-peak hours to prevent the disruption of other P6 features.
To define the publication period:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Services.
3) On the Services page, in the Publication Periods section:
a. In the Start date field, click to select the exact month, day, year, and time to
mark the initial start of the data publication period. Select any date in the past
that represents a reasonable amount of historical spread data for your
organization. For example, in order for users to be able to produce time-distributed
reports for any date range, enter the earliest project start date at your
organization.
b. In the Finish date is current date plus fields, select a numeric quantity and unit of
time to construct a dynamic period of time. Whenever a publication service runs,
this period of time is added to the current date to determine the finish date for the
publication of data. For example, if the value is 5 years, time-distributed data will
always be published covering the period of time that begins with the value in the
Start Date field and extends five years into the future each time a service runs.
c. In the Time distributed interval field, select the unit of time in which time distributed
data will be recalculated and published. Set this to Week if performance is of
primary importance and daily granularity of the published data is not necessary.
d. Click Save.
Enabling Automatic Publishing of P6 Project Data for Reports
Perform the following procedure to enable projects for publication, and to set options for
automatic project publication. Then, as you work, P6 automatically detects the changes
to your projects that trigger the publication of their data.
To enable Publication Services for project data:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, select Services.
3) On the Services page, in the Project Publication section:
a. Select Enable Publish Projects to enable automatic project publication based on
defined thresholds. Selecting this option also allows users to manually publish
projects.
b. In the Publish projects every field, select an interval by which projects are polled to
be published.

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c. Enter a number in the Number of changes exceeds field. This threshold setting
determines the number of edits users can make to the project data before P6
publishes its data. Assuming a constant rate of change among projects, a lower
value will result in more frequent publication of project data. If you enter a value of
0, projects with tracked changes will be automatically published.
d. Enter a time period for the Time since last publication exceeds field. This threshold
setting determines how often the publication of project data should occur. For
example, if you enter 12 hours, the project data will be published every 12 hours
unless the threshold for the number of changes has already been reached.
e. Select Publish idle projects to add projects to the service queue that are enabled
for publication but have not been changed during the time threshold. This setting
is only valid for the initial run of the service.
f. In the Maximum number to publish field, enter the maximum number of pending
idle Publish Project services that can be present at once in the service queue. This
prevents performance problems during peak demand when enabling the
publication of a large number of projects. For example, if the service runs and
queues 40 projects that have exceeded specified thresholds and must be
published, or that have been manually published, and you have set the maximum
to 100, P6 will schedule up to 60 idle projects for publication.
g. Click Save.
Tips
If your organization is upgrading to P6, select Publish idle projects to add your
migrated projects to the service queue after your database is upgraded. This will
publish all your projects in the queue and refresh the available data for reporting.
After an upgrade, this setting is no longer applicable, and projects will be submitted
to the service queue based on threshold values specified on the Application Settings
page.
Clear the Publish idle projects option if your organization does not report against
completed projects.
The Maximum number to publish field is only applicable immediately following an
upgrade, when all projects are considered idle. When all projects have been
published, the service queue will no longer be constrained based on this setting.
A project will be automatically submitted to the service queue if you change the
project baseline, calendar, or data date. Projects are also automatically submitted to
the queue if you select or clear Calculate Activity % Complete from activity steps
option, or modify the default price/unit value for assignments without activities, from
the Set Project Preferences dialog box available from the Actions menu on the EPS
page.
For threshold settings, projects are added to the service queue based on tracked
changes to data. Only changes to activities, resource/role assignments, relationships,
and the WBS are tracked.

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Enabling Automatic Publishing of P6 Global Data for Reports
Perform the steps below to configure P6 to automatically publish any of the following
types of global data to reporting tables.
Enterprise Data
Enterprise Summary Data including portfolio data
Resource Management Data
Security Data
To automatically publish P6 global data:
1) Click the Administer menu and select Global Scheduled Services.
2) In the Global Scheduled Services dialog box:
a. Select a service, then configure its settings in the Service Settings detail window.
For example, you might specify that the service runs daily on Wednesdays with a
start time of 10:15 PM.
Note: Oracle recommends running the Publish Security service first
if the Run After Previous option is selected in the Run Service list for
other publication services. Running the Publish Security service first
will ensure that security data updates in the extended schema as
soon as possible and ensures that the security restrictions are in
place before you run the report.
b. Select the Enabled option for any of the four global services listed.
c. If you choose to run one or more services with the relative frequency value of After
previous service, click Move Up (Ctrl+Alt+Up) or Move Down
(Ctrl+Alt+Down) to arrange the services in your preferred sequence.
d. Click Close.
Configuring Publication Service Settings for Projects
After enabling automatic publishing, perform the following procedure to configure
settings for each individual project in Publication Services. Then, as you work, P6
automatically detects the changes to your project that trigger the publication of its data
in the service queue.
To configure Publication Service settings for a project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) On the Project Preferences pane, select Services.
5) On the Services page, in the Publication section:

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a. Select the Enable Publication option.
Note: By default, all projects are enabled for publication. The
Enable Publication setting only needs to be modified if you wish to
disable publication for a project or re-enable publication of a
previously disabled project.
b. Adjust the relative Publication Priority up or down between 1 and 100 with 50 being
the default priority value, 1 being the highest priority, and 100 being the lowest.
c. Click Save and Close.
Tip
If you wish to modify publication settings for many projects at one time, you can display
the Enable Publication, Last Published On, and Publication Priority fields as columns in
your EPS view.
Manually Publishing P6 Project Data for Reports
Perform the steps below to publish the data from one or more projects to the reporting
tables so it is ready for reporting. P6 will automatically publish project data; however, you
may want to publish the data manually in special cases such as when generating an
important report at a specific time.
To manually publish P6 project data:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select one or more projects, or select an EPS node to publish all of
its subordinate projects.
4) On the Actions menu, click Publish Projects.
Tips
In order to manually publish project data from the EPS page, Publication Services
must be enabled and configured.
You can publish all open projects by clicking Publish Projects on the Run submenu
on the Actions menu of the Activities page. You can also publish projects by selecting
one or more projects on the EPS page, and then using the right-click menu.
Projects are not immediately published. Instead, they will be added to the queue of
projects being processed for publication the next time the Publish Projects service
runs. View settings for the Publish Projects service, including how often the service
runs, on the Services page, which is located on the Application Settings pane.
Depending on your security privileges, the Application Settings pane may not be
accessible. You can check the status of the Publish Projects service after it has been
added to the service queue by selecting View Service Status from the Actions menu
on the Activities page.

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If some of the selected projects are not enabled for publication, only those projects
enabled for publication will be submitted to the service queue. If none of the
selected projects are enabled for publication, you will not be able to click Publish
Projects.
A project will be automatically submitted to the service queue if you change the
project baseline, calendar, or data date. Projects are also automatically submitted to
the queue if you select or clear the Calculate Activity % Complete from activity steps
option, or modify the default price/unit value for assignments without activities from
the Set Project Preferences dialog box available from the Actions menu the EPS
page.
Manually Publishing P6 Global Data for Reports
Perform the steps below to manually publish any of the following types of global data to
the reporting tables.
Enterprise Data
Enterprise Summary Data including portfolio data
Resource Management Data
Security Data
P6 will automatically publish global data; however, you may want to publish the data
manually in special cases such as when generating an important report at a specific
time.
To manually publish P6 global data:
1) Click the Administer menu and select Global Scheduled Services.
2) In the Global Scheduled Services dialog box:
a. Select any of the four global services listed.
b. Click Run Service on the Global Scheduled Services toolbar.
c. In the resulting message box, click OK.
d. Click Close.
Tips
If the service listed under the manually selected service is configured to run After
previous service, it will run automatically when the selected service finishes.
You must have the global security privilege, Administer Global Scheduled Services, to
run a service from the Global Scheduled Services dialog box.

429. 429
In This Section
Roles..........................................................................................................................429
Role Teams...............................................................................................................433
Resources.................................................................................................................434
Resource Teams......................................................................................................444
Resource Assignments............................................................................................445
Resource Planning..................................................................................................452
Resource Analysis....................................................................................................461
Exporting Resource Data.......................................................................................468
Roles
About Roles
Roles represent personnel job titles or skills needed to execute projects. Architect,
general laborer, quality assurance tester, and engineer are all examples of possible roles.
You can create a standard set of roles that you then assign to labor and non-labor
resources and activities for all projects in the organization. You can establish an unlimited
number of roles and organize them in a hierarchy for easier management and
assignment. The set of roles you assign to an activity defines the activity’s skill
requirements. You can also define multiple price per unit rates and unit per time limits for
each role to accurately plan future costs and allocation.
You can assign one or more roles to individual resources. When you assign roles to a
resource, you also indicate their proficiency in that role and identify which role is their
primary role. A primary role is the main role the resource is currently performing. The
proficiency level describes the resource's skill level in that role. For example, Joe is a
resource and fills the role of both software engineer and manager. He has been a
software engineer for 20 years and is 1 - Master in that role; however, his primary role is
manager, which he has been for 5 years and his proficiency level is 3- Skilled.
Assign roles to activities as you would resources during project schedule and cost
planning. When your plans are finalized, you can replace roles with resources, based on
each activity’s role and skill requirements.
Creating Roles
Create a standard set of roles that you can assign to labor and nonlabor resources and
activities.
Resources

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To create roles:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Roles tab.
4) On the Roles tab:
a. Click Add (Insert), or click an existing role and click Add Child to add a role
in a hierarchy. A new row is added to the Roles table.
b. In the ID field, click and type a unique identifier for the new role.
c. In the Name field, click and type a unique role name.
d. To create or modify a hierarchy of roles, use the arrows on the toolbar to
position the new row.
For example, if a Project Manager role exists in the system and you just created a
Design Manager role, which is a type of Project Manager, use the up/down arrows
to position the new Design Manager role under Project Manager, and then click
the right arrow to indent the new row.
e. Click the Description detail window.
5) In the Description detail window, type a description of the role's responsibilities.
6) On the Roles tab, click the Prices detail window.
7) In the Prices detail window, click in a rate type field and enter the rate. Repeat for all
applicable rate fields.
8) On the Roles tab, click the Limits detail window.
9) In the Limits detail window:
a. Click Add (Insert) to define the units/time for the role over time.
b. In the Effective Date field, double-click and select the effective date on the
calendar.
c. In the Max Units/Time field, click and type the maximum work units per time for this
role.
10) On the Roles tab, click Save (Ctrl+S).
Tip
Click Select Columns to select any additional fields that you want in the table. Then,
enter data in the additional fields you added.
Assigning a Resource to a Role
The set of roles you assign to a resource describes the resource's skill capabilities. These
role assignments make it easy to assign resources to activities according to role. You can
also assign roles to activities directly when you are unsure of the actual resources
available to work on the activities. You can later replace the roles with the applicable
resources.

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To assign a role to a resource from the Roles tab:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Roles tab.
4) On the Roles tab:
a. Click the name of the role.
b. Click the Resources detail window.
5) In the Resources detail window, click Add (Insert).
6) In the Select Resource dialog box:
a. Choose a resource and click Assign.
b. Choose any additional resources for the role and click Assign.
c. Click Close.
7) In the Resources detail window:
a. To change the proficiency level for that resource, double-click the Proficiency
field and select a level.
b. If this is the primary role for the resource, select the Primary Role option for the
resource.
8) On the Roles tab, click Save (Ctrl+S).
Tips
You can also assign a role to a resource from the Resources tab. Use this method if you
want to view all roles assigned to a single resource.
Assigning a Role Team to a Role
Using role teams can simplify resource planning. You can do this from either the Roles tab
or the Role Teams tab in the Resource Administration area. Use this method if you want to
view all role teams assigned to a particular role.
To assign a role to a role team:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Roles tab.
4) On the Roles tab:
a. Click the role you are assigning to a role team.
b. Click the Role Teams detail window.
5) In the Role Teams detail window, click Add (Insert).
6) In the Select Role Team dialog box:
a. Expand either the Global or User category, choose a role team, and click Assign.
b. Choose any additional role teams and click Assign.

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c. Click Close.
7) On the Roles tab, click Save (Ctrl+S).
Tips
You can also assign a role to a role team from the Role Teams tab. Use this method if you
want to view all roles assigned to a particular role team.
Assigning Rates to Roles
Use this procedure to assign rates to the roles you created. Assigning rates to roles
enables you to more accurately determine total resource (and activity) costs. You can
assign up to five rate types depending on number of rate types set up by your
administrator.
To assign role rates:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Roles tab.
4) On the Roles tab:
a. Click a role.
b. Click the Prices detail window.
5) In the Prices detail window, click in the appropriate price fields and enter an amount.
The default time period is price per hour unless you specify another time period.
6) On the Roles tab, click Save (Ctrl+S).
Assigning Work Limits to Roles
Assign role work limits to define the maximum amount of work units the selected role can
perform in a single work period.
To assign limits to a role:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Roles tab.
4) On the Roles tab:
a. Click a role.
b. Click the Limits detail window.
5) In the Limits detail window:
a. Click Add (Insert).
b. In the Effective Date field, double-click to open the calendar and choose a date
to start the Max/Unit limit.

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c. In the Max Units/Time field, click and type the maximum work units per time for this
role. Enter these values as units per duration or as a percentage, depending on
your choice in the Time Unit Format area on the Global tab of the My Preferences
page.
6) On the Roles tab, click Save (Ctrl+S).
Role Teams
About Role Teams
A role team is a collection of roles that are often needed on the same project or the
same activities. Role teams are useful when you want to categorize and view allocation
for related roles. Role teams allow you to categorize and group roles so you can readily
find data relating to a particular role. A role can be assigned to more than one role
team. When working with tabs and pages that display role data, you can choose to
organize the hierarchy by role team. You can view team data such as total team units or
individual unit values. If you have the required security privilege, you can create global
role teams. All users that have access rights to view resource data can create user role
teams.
Creating Role Teams
Use this procedure to create role teams. Role teams let you categorize roles so you can
view and analyze data that relates to a specific group that interests you. When working
with tabs and pages that display role data, you can choose to organize the hierarchy by
role team, then choose to view team data, such as total units for the team, or individual
unit values for each team member.
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Role Teams tab.
4) On the Role Teams tab:
a. Click either Global Role Teams or User Role Teams.
b. Click Add (Insert). A new row is added to the Role Teams table.
c. In the Name field, double-click and type a role name.
d. Click Save (Ctrl+S).
5) Assign roles to the role team.
Assigning a Role to a Role Team
Perform these steps to assign a role to a role team. You can assign a role to a role team
from the Role Teams tab or the Roles tab. Use this method if you want to view all roles
assigned to a particular role team.

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To assign a role to a role team:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Role Teams tab.
4) On the Role Teams tab:
a. Expand either the Global Role Team or User Role Teams category, and click the
role team for which you are assigning a role.
b. Click the Roles detail window.
5) In the Roles detail window, click Add (Insert).
6) In the Select Role dialog box:
a. Choose a role and click Assign.
b. Choose any additional roles to assign to the role team and click Assign.
c. Click Close.
7) On the Role Teams tab, click Save (Ctrl+S).
Tips
To view all role teams assigned to a particular role, assign a role team to a role from the
Roles tab.
Resources
About Resources
A resource is any quantifiable item in limited supply and of sufficient value to justify
tracking and assigning to specific activities for a project. Resources include general or
specialized labor, non-labor items such as equipment, and material items such as bricks.
Resources perform roles, if defined. Resources are indirectly assigned to activities by first
planning the role required. It is also possible to directly assign resources to activities. For
example, Chris, a level 2 contractor with the confirmed skills and status, is directly
assigned to activity 01. However, a technician level 4 role is assigned to activity 02. The
project will proceed while management determines the best available resource to fulfill
this role.
Adding Resources
Perform these steps to add resources to the resource pool. Resources include the
personnel and equipment that perform work on activities across all projects. Resources
are generally reused between activities and/or projects. Resources can be distinguished
as either labor, material, or nonlabor. Labor and nonlabor resources are always
time-based, and material resources, such as consumable items, use a unit of measure
you can specify.

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To add a resource:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab:
a. Click Add (Insert), or click an existing resource and click Add Child to add a
resource in a hierarchy. A new row is added to the table.
b. Click the General detail window.
5) In the General detail window, enter information in the appropriate fields.
6) On the Resources tab:
a. Click Select Columns and select any additional column headings that you
need in your view.
b. Double-click in any additional fields to enter data.
c. Click the Notes detail window.
7) In the Notes detail window, type any notes you want to capture for the resource.
8) On the Resources tab, click Save (Ctrl+S).
Tips
Create import templates to add resources to the resource pool by importing resource
data from a Microsoft Excel (.xls) spreadsheet.
Assigning a Role to a Resource
The set of roles you assign to a resource describes the resource's skill capabilities. These
role assignments make it easy to assign resources to activities according to role. You can
also assign roles to activities directly when you are unsure of the actual resources
available to work on those activities. You can later replace the roles with the applicable
resources.
To assign a role to a resource:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab:
a. Click the resource.
b. Click the Roles detail window.
5) In the Roles detail window, click Add (Insert).
6) In the Select Role dialog box:
a. Choose a role and click Assign.
b. Choose any additional roles for the resource and click Assign.

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c. Click Close.
7) In the Roles detail window:
a. To change the proficiency level for that role, double-click the Proficiency field and
select a level.
b. A resource can have many roles. The first role added is marked as the primary role.
To change this, select the Primary Role field for the appropriate role.
8) On the Resources tab, click Save (Ctrl+S).
Tips
Assign a resource to a role from the Roles tab to view all resources assigned to a
particular role.
Assigning a Resource Team to a Resource
Perform these steps to assign a resource team to a resource. You can do this from either
the Resources tab or the Resource Teams tab. Use this method if you want to view all the
resource teams assigned to a single resource.
To assign a resource to a resource team:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab:
a. Click the name of the resource you are assigning to a resource team.
b. Click the Resource Teams detail window.
5) In the Resource Teams detail window, click Add (Insert).
6) In the Select Resource Team dialog box:
a. Expand either the Global or User category, choose a resource team, and click
Assign.
Note: If you need to create a new resource team click on the
Global or User category, and then click Add Team.
b. Select additional teams, if necessary, and click Assign.
c. Click Close.
7) On the Resources tab, click Save (Ctrl+S).
Tips
To view all resources assigned to a particular resource team, assign a resource to a
resource team from the Resource Team tab.

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Configuring Resource Settings
Use the Settings detail window available from the Administration Resources tab to define
settings for the resource, such as the resource calendar and default units/time, as well as
P6 Progress Reporter settings.
To configure resource settings:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab, select the resource for which you want to define general
settings.
5) Click the Settings detail window, review the following options and make selections
based on your project needs.
Calendar: Assign a calendar to the resource.
Default Units/Time: Use the default value or change the default units/time value. Enter
these values as units per duration or as a percentage, depending on your choice in
the Units/Time Format area of the My Preferences page.
Overtime Allowed: Select to enable the labor resource to record overtime hours for
activities.
Overtime Factor: Type the number by which the resource's standard price should be
multiplied to determine the resource's overtime price.
Auto Compute Actuals: Select to automatically calculate the selected resource's
actual quantity of work according to the project plan rather than reported hours in P6
Progress Reporter. Clear this option if you plan to select Uses Timesheets.
Currency: Click to select a currency that is different from the default currency,
and click OK.
Calculate Costs from Units: Select this option to indicate that any new assignment for
this resource will have its cost recalculated whenever any quantity changes occur,
such as changing an activity's remaining duration.
Progress Reporter Settings: Configure timesheet settings for the selected resource.
6) On the Resources tab, click Save (Ctrl+S).
Assigning Calendars to Resources
Assign a global or resource calendar to a resource to determine when the resource is
available to work.
To assign a calendar to a resource:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.

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4) On the Resources tab:
a. Click a resource.
b. Click the Settings detail window.
5) In the Settings detail window, click in the Calendar field.
6) In the Select Calendar Name dialog box:
a. Choose the Global or Resource option.
b. Choose a calendar.
Note: If you want a personal calendar for the resource, click Create
Personal Calendar. You can also create personal or resource
calendars from the Enterprise Data page.
c. Click OK.
7) On the Resource tab, click Save (Ctrl+S).
Tips
You can perform the same procedure from the Calendars field on the Resources tab.
Configure My Calendar to edit exceptions to your personal calendar. To view a
personal calendar, the resource must be a user in the system.
Assigning Locations to Resources
Assign locations to resources so you can report on resources by location in P6 Analytics.
To assign a location to a resource:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab, click the General detail window.
5) In the General detail window, click in the Location field.
Note: Alternatively, you can assign locations in the Location
column.
6) In the Select Location dialog box, select the appropriate location and click Assign.
7) On the Resources tab, click Save (Ctrl+S).
Tips
You must create locations before you can assign them.
You can add a new location quickly by clicking the Add Location button at the
bottom left of the dialog box. The new location will be added instantly to the
dictionary and you can add it to Activities, Resources and Projects.
You must have the Edit Resources global privilege to assign locations to resources.

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Configuring Timesheet Reporting for Resources
Configure timesheet reporting if you are using P6 Progress Reporter.
To configure timesheet reporting for a resource:
1) If the resource is not already defined as a user in the system:
a. Add the user.
b. Assign the resource to the new user.
2) Enable access to P6 Progress Reporter and select the Team Member or Progress
Reporter option.
3) Configure timesheet options for the resource if you are implementing non-automatic
approval.
Tips
For faster setup of timesheet reporting, configure settings on the Timesheets page of the
Application Settings pane, located on the Administer menu. Use these options to
automatically require timesheet use and designate a default approval manager
whenever you create a new resource.
Configuring Resource Settings for Timesheet Reporting
Configure timesheet reporting settings if you are using P6 Progress Reporter and are
implementing non-automatic approval.
To configure resource settings for timesheet reporting:
Note: You must perform these steps in order when configuring
these settings for the first time for each new resource.
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab, click the Settings detail window.
5) In the Settings detail window, next to the Timesheet User Login field, click .
6) In the Select User dialog box, select the resources name from the list and click OK.
7) In the Settings detail window:
a. Select the Uses Timesheets option to enable timesheet reporting for the resource.
Note: If Auto Compute Actuals is selected, clear the option before
selecting Uses Timesheets.
b. In the Timesheet Approval Manager field, click .
8) In the Select User dialog box, choose a manager to assign to the resource and click
OK.

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9) On the Resources tab, click Save (Ctrl+S).
Notes:
 If you selected the New Resources Use Timesheets by Default
option on the Timesheets page of the Application Settings
pane, when you create a new resource, the Uses Timesheets
option is selected automatically after you select a user for the
Timesheet User Login field. You must still must grant that user
module access to log into P6 Progress Reporter.
 Users designated as timesheet approval managers are not
automatically granted access to P6 Progress Reporter, even if
they are assigned the required module access. To enable
timesheet approval managers to access P6 Progress Reporter,
you must configure them as timesheet resources, as you would
any other resource that requires access to P6 Progress Reporter.
Configuring timesheet approval managers as timesheet
resources enables approval managers to log into P6 Progress
Reporter to edit the timesheets of their reporting resources.
Assigning Resource Codes
With potentially hundreds of resources in use across the enterprise, resource codes
provide an efficient means for tracking and sorting resources for reporting or analysis.
Use this procedure to assign resource codes to resources. Once assigned, you can
categorize resources using codes.
To assign resource codes:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab:
a. Click a resource.
b. Click the Codes detail window.
5) On the Codes detail window, click Add (Insert).
6) On the Select Resource Code dialog:
a. Choose a resource code and click Assign.
b. Select additional resource codes, if necessary, and click Assign.
Note: You can only select one value from each code name
category. If you try to assign a second value from the same
category, the first value will be replaced with the new value.
c. Click Close.

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7) On the Resources tab, click Save (Ctrl+S).
Assigning Resource Rates
Use this procedure to assign rates to resources. You can assign multiple rates to resources
to reflect price changes over time. For example, suppose the price per unit for a group of
resources was $20.00 per hour for the months January through June, but the price rate
increases to $30.00 starting in July through December. You can assign time-varying rates
for resources to more accurately determine total resource (and activity) costs.
To assign resource rates:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab:
a. Click a resource.
b. Click the Units and Prices detail window.
5) In the Units and Prices detail window:
a. Click Add (Insert).
b. In the Effective Date field, double-click to open the calendar and choose a date
to start the new rate.
c. In the Max Units/Time field, double-click and type the maximum work units per
time for this resource.
d. In the appropriate price fields, double-click and type an amount. The default time
period is price per hour unless you specify another time period.
6) On the Resources tab, click Save (Ctrl+S).
Creating Import Templates for Importing Resources
Create a Microsoft Excel template to use when importing resource data.
To create an import template:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab:
a. Click Select Columns and choose the columns you want available in the
import template. The following fields are available for import:
Resource ID
Resource Name
Resource Type
Active

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Parent Resource
Note: Enter the ID for the Parent Resource.
E-mail
Office Phone
Other Phone
Notes
Employee ID
Title
Overtime Factor
Overtime Allowed
Calculate Costs from Units
Resource Codes
User-Defined fields
Note: Fields that are not in this list, but are visible in the table are
exported to the spreadsheet and marked with an asterisk. You can
edit the fields in the spreadsheet; however, the data in these fields
is not imported into the resources table.
5) Click Create Import Template.
6) In the File Download dialog box, click Open to modify the template or click Save to
save and close it.
Note: Do not move or change the first two rows in the spreadsheet.
Tips
When entering resource data in the Excel spreadsheet:
Be sure to include a Resource ID and Resource Name for each resource, otherwise all
data for that resource is excluded from the import.
For fields that include a check box in the application, enter the values true/false, or
y/n. The default system setting values are applied to these fields if no value is entered.
The following is a list of the check box fields available for import along with their
default values:
Active = true
Calculate Costs from Units = true
Overtime Allowed = false
Importing Resource Data
Use this procedure to import resource data from a Microsoft Excel (.xls) spreadsheet.

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You must create an import template and populate the Excel file with resource data
before you can perform this procedure.
To import resource data:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resources tab.
4) On the Resources tab, click Import from Excel.
5) In the Import Resources dialog box, click .
6) In the Open dialog box, browse to the name of the file (.xls) you want to import and
click Open.
7) In the Import Resources dialog box, click Import.
If errors are detected during the import, click View Log in the Import Successful or
Import Failed dialog box. If you want to save the log file, click Save.
Deleting Resources
Delete a resource when the resource no long works at the organization. Deleting a
resource deletes the resource, all child resources, and all assigned activities.
Note: Do not delete the resource if you want to retain resource
assignments. Instead, clear the Active option for the resource on
the Resources tab on the Resources Administration page.
1) Click Resources.
2) On the Resource page, click the Administration tab.
3) On the Administration tab:
a. Click on the resource.
b. Click Delete.
c. If the resource has assignments, you are prompted to reassign the assignments to
another resource or delete the resource without reassigning the resource’s
assignments. Make your selection and click OK.
Note: Reassigning the assignments to another resource will replace
the resource for all activity assignments, regardless of the activity
status (Not Started, In Progress, Completed) or the status of the
project (Planned, Active, Inactive, What if).
d. Click Save.

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Resource Teams
About Resource Teams
Resource teams provide a convenient way for you to associate personnel into smaller,
more meaningful groups within an organization. Using resource teams increases
efficiency in staffing activities, tracking allocation, and communicating project progress
and performance. When working with pages and tabs that display resource data, such
as the Resources Planning, Assignments, or Analysis pages, you can choose to organize
by resource team. You can then choose to view team data, such as total units for the
team, or view individual unit values for each team member. For example, the Resource
Usage tab available from the Analysis page provides total allocation data for the team,
as well as for each team resource when the tab is grouped by Resource Team.
Global resource teams are available to all users. User resource teams are only accessible
to the user currently logged in. You can create and modify user resource teams for your
personal use. A resource can be assigned to more than one resource team. If you have
the required security privilege, you can also create and modify global resource teams.
In addition to viewing Resource Teams from the Resources section, you can view the
resources that belong to a team, including each resource's primary role and number of
active projects, by viewing the Resource Team Summary portlet on the Dashboards
page.
Creating Resource Teams
Create resource teams to reduce potentially large resource pools into smaller, more
meaningful and manageable groups.
To create a resource team:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resource Teams tab.
4) On the Resource Teams tab:
a. If you are creating a global resource team, click the Global Resource Teams row
and click Add (Insert).
If you are creating a team only for your use, click the User Resource Teams row
and click Add (Insert).
b. In the Name field, double-click and type a resource team name.
5) In the Resources detail window, click Add (Insert).
6) In the Select Resource dialog box:
a. Choose a resource and click Assign.
b. Choose any additional resources to add to the resource team and click Assign.
c. Click Close.

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7) On the Resource Teams tab, click Save (Ctrl+S).
Assigning a Resource to a Resource Team
Perform these steps to assign a resource to a resource team. You can assign a resource
to a resource team from the Resource tab or the Resource Teams tab. Use this method if
you want to view all resources assigned to a particular resource team.
To assign a resource to a resource team:
1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click the Resource Teams tab.
4) On the Resource Teams tab, expand either the Global Resource Teams or the User
Resource Teams category and click a resource team name.
5) In the Resources detail window, click Add (Insert).
6) In the Select Resource dialog box:
a. Choose a resource and click Assign.
b. Select additional resources, if necessary, and click Assign.
c. Click Close.
7) On the Resource Teams tab, click Save (Ctrl+S).
Tips
To view all resource teams assigned to a particular resource, assign a resource team to a
resource from the Resources tab.
Resource Assignments
About Resource Assignments
The Resources Assignments area enables you to view a customized list of resource or role
assignments based on the filters you assign to the view. Using this view, you can analyze
assignment unit and cost values and make any necessary modifications to the
assignment data. You can also view unit and cost values in a spreadsheet based on a
specified timescale using the Usage spreadsheet. In addition, you can extend your
customized view by displaying the Gantt chart, which is a graphical display of the start
and end dates for the resource assignments.
Working with Resource Assignments in the Gantt Chart
The Resources Assignments area enables you to view a customized list of resources
based on the filters you assign to the view. You can extend this customized view by
displaying the Gantt chart, which is a graphical display of the start and end dates for the
resource assignments.

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To customize the resource assignments view in the Gantt chart, you can:
Customize the Gantt bar type, height, color, label, and position.
Set the timescale and gray scale for non-worked hours.
Modify the start and end dates for assignments.
Viewing Resource Assignments in a Gantt Chart
View the Gantt chart for a graphical display of the start and end dates for resource
assignments.
To view resource assignment activities in a Gantt chart:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page, click Gantt Chart. The Gantt chart displays next to the
resource table.
4) To view the start and end dates of assignments for a particular resource, double-click
the Gantt chart next to the row in the resource table that contains the resource.
5) To change the timescale on the Gantt chart, right-click the dates at the top of the
Gantt chart and choose another timescale.
Tips
To customize the list of resources displayed in the table, click the Filters menu and choose
to use an existing filter, or create a new filter.
Configuring the Resources Assignments Gantt Chart Bars
Configure the bar settings for the Gantt chart view on the Resources Assignments page.
You can set features for up to three bars per assignment.
To configure the resource assignments Gantt chart bars:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page, click View and choose Gantt Chart Options.
4) In the Customize Gantt Chart Options dialog box, click the Bars tab.
5) On the Bars tab:
a. Click the Bar Type list and choose one of the available bar types.
Note: You can configure up to three bars. Set at least one bar to
Current Bar.
b. In the Height field, select the height in pixels of each bar.
c. In the Color options, choose to display the bar with a selected color or to set an
activity code for the bar.

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Note: Your administrator sets color definitions of activity codes.
d. Select the Show Necking option to apply bar necking to each of the three bars.
Bar necking refers to indentations of bars in the Gantt chart during periods of
nonwork time.
e. For the Current Bar, click Options.
f. In the Current Bar Options dialog box:
1. Select the Show progress option to chart progress, or actual work, along the
Current bar. The Progress bar is blue.
2. In the Name field, select a bar label.
3. In the Position field, select the location on the bar to position its label.
Note: When you display many bars at once, for greater ease in
reading the bar labels and identifying a specific bar, you might find
it helpful to vary the position of the label on each bar.
4. In the Font field, click and select options for the font type, size, and color of
the bar label.
5. Click OK.
g. Click OK.
Setting the Resources Detailed Assignments Gantt Chart Timescale
Set the timescale interval of the Gantt chart and apply shading for non-work time.
Note: If you only want to change the timescale, right-click the date
bar in the Gantt chart and choose another timescale.
To set the timescale interval and apply shading for non-work time:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page, click View and choose Gantt Chart Options.
4) In the Customize Gantt Options dialog box, click the Gantt Options tab.
5) On the Gantt Options tab:
a. Click the Timescale list and select the timescale for the Gantt chart.
Note: If the Week/Day timescale is selected, the following fields are
not applicable:
 Period Actual Units
 Period At Completion Units
 Period Actual Cost
 Period Actual Completion Cost

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b. Select Show shading for non-work time to apply shading to non-work time
represented in the Gantt chart.
c. Click the Color list and select the shade of gray to apply.
d. Click OK.
Modifying Resource Assignment Dates in the Gantt Chart
Modify resource assignment dates on the Resource Assignments Gantt chart.
From the Gantt chart, you can modify:
Start and finish dates for assignments that do not have Actual Start dates
Finish dates for assignments that do not have Actual Finish dates
To modify resource assignment dates:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page, click Gantt Chart.
4) In the Gantt chart, click the bar to select it, and then click the selection handle at the
end of the bar and drag it to the preferred date.
5) On the Assignments page, click Save (Ctrl+S).
Tips
To display the Actual Start or Actual Finish columns, click Customize Columns to add
additional columns to your view.
To change the timescale on the Gantt chart, right-click the dates at the top of the
chart and choose another timescale.
Assigning a Resource to an Activity Assignment
Perform these steps to assign a resource to an assignment that has a role designated, but
currently no resource. You can also perform these steps to designate a different resource
for an assignment.
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page:
a. Click on one or more assignments. To select more than one assignment, use
Ctrl+click.
b. Click Assign Resource to view the full list of resources, or click Assign
Resource by Role to view the list of resources whose primary role is currently
selected for the assignment.
4) In the Select Resource dialog box:
a. Select a resource and click Assign.

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If you are assigning by resource and have roles of different types selected, the
resource you select will be assigned regardless of the selected role for the
assignment. The role for the assignment is not updated to reflect the role for the
selected resource.
If you are assigning a resource by role and have chosen assignments that have
more than one type of role assigned, the Select Resource dialog box displays
resources for all the role types assigned to the multiple assignments. When you
select a resource and click Assign, the resource is assigned to the assignment with
the selected role type.
Note: If more than one assignment with the same role type is
selected, you are given the option to assign to the first assignment
selected or all selected assignments with the same role type.
Select a resource from another role type and click Assign to add a resource to the
unassigned role.
b. If you have another assignment to staff:
1. On the Assignments page, click the assignment.
2. In the Select Resource dialog box, select the resource and click Assign.
c. Click Close when you are finished.
5) If the Assignment Settings dialog box appears, choose to use settings from the
resource or assignment and click OK.
Tips
The Assignment Preferences dialog box appears if either of the following Resource
Assignments settings in My Preferences are set to Ask me to select each time I assign:
 When assigning resource to an existing activity assignment
 When a resource and role share an activity assignment
If you select the Do not show option on the Assignment Preferences dialog box, the
Resource Assignments settings in My Preferences are changed to the options that are
set in the dialog box. The Assignment Preferences dialog box will appear again only if
you reset one of the options above back to Ask me to select each time I assign.
You cannot reassign a resource if the assignment has Actual Units, a project is
opened exclusively, or if the project is checked out.
Viewing Assignment Unit and Cost Spreads
Use the usage spreadsheet to view live unit and cost spreads for an activity assignment
for a resource or role.
To view the assignments usage spreadsheet:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.

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3) On the Assignments page, click Usage Spreadsheet.
Note: To customize the list of resources displayed in the table, click
Customize Filter and either use an existing filter or add a new
filter.
4) To modify the usage spreadsheet settings, click View and select Usage Options.
5) In the Customize Usage Options dialog box:
a. In the Available Columns area, choose one or more columns and click Select
Items (Ctrl+Alt+RIGHT) to move the columns to the Selected Columns list.
Note: If the Week/Day timescale is selected, the following fields are
not applicable:
 Period Actual Units
 Period At Completion Units
 Period Actual Cost
 Period Actual Completion Cost
You can change this setting on the Gantt Chart tab of the
Customize View dialog box.
b. Choose the Start Date minus an optional amount of time and End Date plus an
optional amount of time.
c. Select Calculate average for units and costs if you are dividing the unit and cost
fields by a value, and then type a value in the Divide values by field.
Note: You can use this option when calculating full-time equivalent
values. For example, if you have a crew of five painters and are
tracking them using one assignment. If the units per time is 500% or
5hr/hr, then you would budget 500 hours for the assignment and
enter 5 in the Calculate average for units and costs field to show
that each painter would be working 100 hours.
d. Click OK.
Exporting Resource Assignment Data
Perform these steps to save customized detailed resource assignment information to a
Microsoft Excel spreadsheet (*.xls). All data is exported as it appears in the current view.
To export resource assignment data:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page:

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a. Customize the table using the customize features. The fields that are visible on the
page are the fields that are exported to the Excel spreadsheet, including the fields
that display for the Usage Spreadsheet.
Click Customize Columns to choose the columns to display in the
spreadsheet.
Click Customize Filter to filter the data by an existing filter, or create a
new filter to customize your view.
b. Click Export to Excel.
When prompted, choose whether you want to open or save the export file.
Assigning Resource Curves to Resource or Role Assignments from the Resources
Assignments Page
You can assign a resource distribution curve to any resource or role assignment on
activities with a duration type of Fixed Duration and Units/Time or Fixed Duration & Units.
To assign a resource curve:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page, display the Curves column if it is not visible on the table. To
display the Curves column, click Customize Columns.
4) In the Customize Columns dialog box:
a. Expand General and double-click Curve to move it to the Selected Columns list.
b. Click OK.
5) On the Assignments page:
a. Click the row with the resource or role.
b. Double-click the Curve field, and click .
6) In the Select Curves dialog box, choose a curve and click OK.
7) On the Assignments page, click Save (Ctrl+S).
Note: You can also assign resource curves to resource or role
assignment from the Activities page.
Applying the Progress Spotlight to the Resources Assignments View
To quickly locate the activities you need to update, you can use the Progress Spotlight
feature, which highlights all activities that should have progressed during a specific time
period. This time period is defined by the smallest increment of the current timescale
starting with the current date. For example, if the current timescale is set to Month/Week,
Progress Spotlight highlights all activities that should have progressed during the week
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To show or hide the Progress Spotlight:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page:
a. Click Gantt Chart, if the Gantt chart is not selected.
b. Click View and select Progress Spotlight.
Tips
In the Gantt chart, Progress Spotlight displays a yellow background, or curtain, to
indicate the time period during which progress should have occurred. You can drag
the end point of the highlighted area to extend or compress the time period.
In the table, all activities that should have progressed are highlighted. You can use
Ctrl+ the Up or Down arrow key to navigate to each highlighted activity in sequence,
recording progress in the appropriate data columns.
Resource Planning
About Resource Planning
The Planning page is a valuable tool to use to quickly and easily establish resource
demand on a proposed project without the need to perform time-consuming
resource-loading on a detailed project plan. This high-level allocation data can be
maintained through the life of the project and referenced when planning resources at a
more detailed level. While resources may not be assigned to specific activities at this
point, a portion of their time can be allocated towards the project, which informs project
managers of the intended commitment of the resource to the project. This helps to avoid
overallocation of resources during project planning.
Use the Resource Planning spreadsheet on the Planning page to specify, review, or
modify project-level and WBS-level allocation data for individual resources and roles
across a project life cycle. For each resource or role assignment, you can record total
allocated units, which are calculated live and distributed across the project timescale, or
you can record individual timescale allocated values, which are summed to provide an
allocation units total. For resource assignments, you can base your allocation decisions
on the resources' current availability, which is recalculated live as you edit allocated
values.
You can view resource planning data for any project you have access to, but you can
only add, modify, and delete resource or role assignments if you have the required
project-level security privileges. Because the security privileges can be applied down to
the WBS level, it is possible for you to have the capability to assign resources and roles to
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Customizing the Resource Planning Spreadsheet
For high-level future project planning, use the resource planning spreadsheet on the
Planning page to allocate resources and roles at the project and WBS levels. Assigning
roles is useful during the early planning stages of a project when resource availability is
not well known and you want to assign a temporary placeholder for a future resource
assignment.
To customize the resource planning spreadsheet:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page, click Filter and Group By.
4) In the Filter by dialog box:
a. Select a single project or filter the project display by portfolio, project, project
code, resource, resource team, resource code, role, or role team.
Choose Portfolio or Project Code Value to view all projects you have access
to within the portfolio or project code.
Choose Resource to view all projects the resource is assigned to and to
which you have access.
Choose Resource Teams to view all the projects that all resources on the
team are assigned to and to which you have access.
Choose Resource Codes to view all resources assigned to the selected
resource code and to which you have access.
Choose Roles to view all projects that the selected role is assigned to and to
which you have access.
Choose Role Teams to view all projects that the selected role team is
assigned to and to which you have access.
b. Click OK.
5) On the Planning page, click Customize.
6) In the Customize Spreadsheet dialog, make selections to customize your view.
a. On the General tab:
Choose the start date for the spreadsheet, and the time units and timescale
increments.
Clear the Show Availability row to improve performance and select Hide
WBS if empty to facilitate easier viewing when you want to plan allocation
only at the project level.
If you choose the Automatically summarize on leaving spreadsheet option,
make sure you have High level resource planning option enabled. This
option is available from the Projects EPS page from either the Summary Type
column or on the Summarization pane of the Project Preferences dialog
box.

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Note: Summarization is a performance intensive process. Contact
your administrator before turning this option on.
If your Resource Planning spreadsheet is filtered by resource, resource team,
resource code, role, or role team, you can choose to select Show other
assignments when filtered by resources or roles.
If your Resource Planning spreadsheet is filtered by role or role team, you
can select either Show other assignments when filtered by resources or roles
or Show only unassigned role requests.
Note: If you disable the Show other assignments when filtered by
resources or roles option, the total units column and timescale
intervals columns in the the Resources Planning spreadsheet show
the summary totals only for the displayed allocated elements.
b. On the Columns tab, choose columns you want to display in the spreadsheet.
c. Click Save.
Tips
When you filter, an administration application setting determines the maximum
number of projects that are available in the spreadsheet. If you filter by a group that
includes more projects than the maximum defined, you will not see all projects in the
group. If you require a higher maximum, contact your administrator.
To expand the spreadsheet display to use the entire window, click Full Screen.
Assigning Projects or WBS Elements to Resources or Roles
You can assign one or more projects or WBS elements to one or more resources on the
Planning page when the Resource Planning spreadsheet is filtered by resource, resource
team, or resource code. You can also assign projects or WBS elements to roles when the
spreadsheet is filtered by role or role team.
To assign projects or WBS elements to a resource or role:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page, click Filter and Group By if you need to change your
selection.
4) In the Filter by dialog box:
a. Choose Resources, Resource Teams, or Resource Codes.
b. Click a resource, resource team, or resource code.
c. Click OK.
5) On the Planning page, right-click a resource assignment row and choose Assign
Project.

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6) In the Assign Project dialog box:
 To assign a project, select the project you want to assign, then click Assign.
 To assign a WBS, select the project from the projects list, then click Assign WBS. On
the Assign WBS dialog box, select the WBS you want to assign, then click Assign. If
the selected project does not contain at least one WBS, a message appears
prompting you to select another project.
7) In the Assign Project dialog box, click Close.
8) On the Planning page, click Save.
Assigning Resources or Roles to Projects or WBS Elements
For high-level, future project planning or when a project does not require resource
assignments at the activity level, use the Resource Planning spreadsheet on the Planning
page to allocate and manage resources at the project and WBS levels. You can also use
the spreadsheet to allocate roles at the project and WBS levels; assigning roles is useful
during the early planning stages of a project when resource availability is not well known
and you want to assign a temporary placeholder for a future resource assignment.
To assign a resource or role to a project or WBS element:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page, click Filter and Group By if you need to change your
selection.
4) In the Filter by dialog box, select a portfolio, project code, or project to filter resource
planning data, and then click OK.
5) On the Planning page, double-click a project name to expand the project, and click
the project or WBS row.
6) On the Planning page, to assign a resource or a role, choose one of the following
options:
 Click Assign Resource to select from a list of resources.
In the Select a Resource dialog box, choose a resource, click Assign, and
then Close.
 Click Assign Resource Using Search to search for resources who meet specific
requirements. For example, you can search for resources that are assigned a
specific role or resource code.
a. In the Assign by Search dialog box, select your search criteria and click Run
Search.
b. In the Search Results dialog box, select a resource and click Assign Resource.

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Note: When you assign a resource using the Assign Resource
Using Search functionality, the search criteria you specify is saved;
a Yes link appears in the Search Criteria column beside the
assignment, indicating search criteria is specified. This saved
search criteria can be useful at a later time if you ever need to
modify the resource assignment and want to reuse the same
criteria.
 Click Assign Role to select from a list of roles.
In the Select Role dialog box, choose a role, click Assign, and then Close.
Notes:
 Once a role is assigned, you can then define search criteria for
the assignment to assist with future staffing of the role. Defining
search criteria enables you to more accurately identify the type
of resource required to staff the role.
 To define search criteria, click the Yes or No link in the Search
Criteria field. The Yes or No link indicates whether saved search
criteria exists for the assignment.
7) On the Planning page:
a. Clear the Committed option if the assignments are not definitely committed to the
project.
Note: When calculating resource availability, only the committed
assignments are considered.
b. Click Save.
Tips
The list of resources you can select from, the resource pool, and the list of resources
returned as search results include only the resources you have access to, based on
resource security, and current project resources. Also, you cannot assign material
resources. When searching, you have an option to filter nonlabor resources from the
results.
Modifying Resource or Role Assignment Dates
Use the Resource Planning spreadsheet to modify the assignment dates for a project.
To modify resource or role assignment dates:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page:

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a. Locate the project the resource or role is assigned to, and then click the resource
or role.
Note: Customize the Resource Planning spreadsheet if the project
you want is not in view.
b. Double-click the Start or Finish field and choose a date, or select the Life of Project
option to assign the resource or role for the full project duration.
Note: The timeline of a Life of Project (LOP) assignment corresponds
to the project start (Planned Start) and finish (Schedule Finish)
dates. When you select this option for an assignment, if the project
has a scheduled finish date, the total allocated units are
redistributed across the timescale based on these new dates and
the assignment start and finish dates are disabled for editing.
Spreadsheet cells that fall outside the life-of-project date range
are also disabled. If the project does not have a scheduled finish
date, the assignment dates and spread of allocated units remain
as they are.
c. Click Save.
Allocating Units or the Percentage of Available Units to Resources or Roles
Use the Resource Planning spreadsheet to allocate a number of available units to
resources or roles or a percentage of available units to resources for a project or WBS.
To allocate units:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page:
a. Locate the project the resource or role is assigned to, and then click the resource
or role.
Note: Customize the Resource Planning spreadsheet if the project
you want is not in view.
b. Review the timescale columns for Available and Allocated units (see the Usage
column). For resources, use the values in the Available row as a guide to efficient
workforce decisions.
c. To allocate the number of units, double-click in the allocated field in the
appropriate timescale column and enter a unit.
To allocate a percentage of available units, double-click in the % Allocation field
and enter a number. As you make changes to the % Allocation field, the total units
and corresponding timescale allocated units are recalculated and displayed in
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Note: You can only allocate a percentage of time to a resource,
not a role.
For example, assume a resource works for 8 hours/day (specified in the resource's
calendar). If you want to allocate 50% of the resource's time for project A from Mar
12, 2012 (Start) to Mar 16, 2012 (End), you can specify 50% in the % Allocation field.
Based on this, total units would be calculated as 20 hours (4 hours/day times 5
days). The timescale allocated units would be recalculated and displayed
depending on display options set.
d. Click Save.
Notes:
 When calculating spreadsheet Allocated values for resource
assignments, to determine total working hours for the time
period, the application uses the resource's calendar and the
hours/day setting defined in the Global Preferences; for role
assignments, the application uses the project calendar. The
application also uses the Global Preferences hours/time period
settings to convert time units for display based on the Time Units
Display option you choose.
 Each time you edit the allocated total units for a resource or
role, the corresponding timescale allocated values are
recalculated and updated in the spreadsheet; for a resource,
the timescale available values are also recalculated.
 When you edit a spreadsheet interval allocated value, total
allocated units for the resource or role are recalculated; a
resource's availability is also recalculated. Additionally, if the
spreadsheet interval you edit is prior to the current assignment
start date or later than the current assignment finish date, the
corresponding assignment date is adjusted to reflect the
change.
 The Resource Planning spreadsheet uses summary data to
calculate availability, so it reflects values as of the last date that
the project was summarized. Assignment changes within a
project after that date will not be reflected until the project is
again summarized.
Synchronizing Resource Planning Dates
Use this procedure to synchronize resource planning dates. If a project is rescheduled
after you have designated Life of Project (LOP) assignments, or if you change a project's
forecast dates, assignment start and finish dates might no longer be accurate.
To synchronize resource planning dates:

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1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page:
a. To ensure that assignment dates match the current project timeline, filter the
Resource Planning spreadsheet to display only the project that has been
rescheduled or that has new forecast dates.
b. Click Synchronize Resource Dates.
4) On the Synchronize Dates dialog box:
a. Select one of the following synchronization options.
If you rescheduled a project and want to match LOP assignments to current
project dates, choose Life of Project assignments to Project dates.
Whenyouchoosethisoption,iftheprojecthasascheduledfinish,allLOPassignmentdates
arerevisedtomatchtheprojectPlannedStartandScheduleFinishdatesandaredisabled
forediting.ForeachLOPresourceassignment,thetotalallocatedunitsareredistributed
acrossthetimescalebasedonthesenewdates.Spreadsheetcellsthatfalloutsidethe
life-of-projectdaterangearedisabled.Foranyresourcethathasnoavailableworktime
duringthenewprojecttimeline,totalallocatedunitsaresettozero.
If you changed a project's forecast dates and want to match all high-level
planning assignments to the new forecast dates, choose All resource
planning assignments to Forecast dates.
Whenyouchoosethisoption,theprojectstartdateismovedtotheforecaststartdateand
allresourceplanningassignmentsaremovedaccordingly.Forexample,iftheforecaststart
dateisonemonthlaterthantheoriginalprojectstartdate,allresourceplanningassignments
arepushedoutonemonth.Whenmovingthedatesofaresourceplanningassignment,if
thenewdatefallsonanon-workday,theassignmentismovedtothefirstavailablework
daythatfallsafterthenon-workday.Forexample,foraresourceworkingonastandard
five-daycalendar,ifmovinganassignmentonemonthcausestheassignmenttostartona
Saturday(non-workday),theassignmentstartdateismovedtoMonday(thenextavailable
workday).
b. Click OK.
Splitting a Resource or Role Assignment
You can split resource or role units allocated to a project or WBS between multiple
resources.
For example, you might initially assign all development work on a WBS to one resource,
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Another common use is when you are in the early planning stages of a project and are
at the point of identifying roles needed for the project, but do not necessarily need to
assign specific resources. For example, you determine that three full-time developers are
needed to complete this project. On the Planning page, you can assign one developer
role and assign the number of hours that would equal full-time work for three employees.
As employees are identified for the role, use the split resource feature to reassign the
workload.
To split units for a resource or role:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page:
a. Customize the spreadsheet as described in Customizing the Resource Planning
Spreadsheet (on page 453).
b. Click in the resource assignment row, then click Split resource assignment.
4) In the Select a Resource dialog box:
a. Select the resource between which you want to split the units.
b. Specify what percentage of the units you want to allocate to the selected
resource.
Note: You can also split the units across a time range without
assigning any percentage. For example, two resources might work
for a task jointly: the first resource is allocated from Jan 4, 2010
(Start) to April 16, 2010 (End), the second resource is allocated from
March 15, 2010 (Start) to April 16, 2010. The application splits the
units between the two resources across the specified time range;
the total units and timescale allocated units for both resources are
recalculated and updated in the spreadsheet.
c. If necessary, select the start date and finish date.
d. Click Assign.
Note: You can split the same assignment multiple times.
Categorizing Resource or Role Assignments using Status Codes
You can classify resource or role assignments using a set of status codes. Status codes
enable you to categorize resource or role assignments based on certain criteria that is
meaningful to you. The application comes with a set of default status code, or your
administrator can integrate a different set of status codes depending on your
organization's business needs.

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For example, you might want to categorize role assignments by staffing status. In this
case, you might use status codes such as draft, filled, and submitted, then associate a
role assignment with a specific status, such as filled.
To categorize resource or role assignments:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page, double-click the Status field and click .
4) In the Select status dialog box, choose a code and click OK.
5) On the Planning page, click Save.
Tips
If the Status column is not visible, click Customize. Click the Columns tab, double-click
Status from Available Columns, and click OK.
Exporting the Resource Planning Spreadsheet
Perform these steps to export the resource and role allocation data displayed in the
Resource Planning spreadsheet to a comma-separated values (*.csv) file. The data is
exported as it appears in the current view.
To export the Resource Planning spreadsheet:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page:
a. Customize the spreadsheet as described in Customizing the Resource Planning
Spreadsheet (on page 453).
b. Click Export Spreadsheet.
When prompted, choose whether you want to open or save the export file.
Resource Analysis
About Resource Analysis
The Resources Analysis section enable you to compare resource utilization between
resource teams, project resources, and department resource all from one central
location using the Role Usage, Resource Usage, and Resource Analysis tabs.
The Resource Analysis tab offers four chart options (histogram, stacked histogram, area
chart, and pie chart) to help you examine allocation data for individual resources, as
well as total values for resource teams and resource codes.

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The Role Usage and Resource Usage tabs enable you to view resource allocation as a
histogram (total allocation across time) or as a spreadsheet (of resource allocation
values by project). You can view totals for an entire resource grouping (for example, role,
resource code, or resource team) or for individual resources.
You can customize the view on these tabs to view resource information specific to your
needs.
Analyzing Resource Allocations
Use this procedure to analyze resource allocations. The Resource Analysis page offers
four chart options to help you examine allocation data for individual resources, as well as
total values for resource teams and resource codes. Chart data reflects remaining plus
actual summary values.
You can customize options, along with filtering and grouping capabilities, to help you
focus on the data you want to see.
To analyze resource allocation:
1) Click Resources.
2) On the Resources navigation bar, click Analysis.
3) On the Analysis page, click the Resource Analysis tab.
4) On the Resource Analysis tab:
a. In the Group by list, choose to group by Resource Hierarchy, Resource Team,
Resource Codes, or Primary Role.
b. Click the resource, resource team, or resource code for which you want to
analyze allocation.
When you organize by resource team or resource code and select a team node
or resource code value, the selected chart displays total usage for all resources
you have access to that are associated with that team or code value. Selecting
an individual team member or resource who has the code value assigned displays
their allocation data. When you organize by resource hierarchy, selecting a parent
resource node does not roll up and display total usage for all child resources. The
hierarchy lists only those resources you have access to.
c. In the Chart Type list, select the type of chart you want to view (Histogram,
Stacked Histogram, Area Chart, or Pie Chart).
d. In the Filter by list, select the applicable filter.
Note: If you select a resource team or resource code that includes
either all material resources, or a mix of material and
labor/nonlabor resources, no chart data displays for Units. Since
these resource types use varying units of measure, for example,
time units for labor versus gallons for a material resource, total data
values for the team or code would not be meaningful.

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e. Click Customize.
5) On the Customize chart dialog box, specify the information to display in the
histogram, as appropriate. You can:
 Select to display unit or cost data.
 Select the timescale. Choose a calendar interval (for example, Month/Week), or
choose Financial Period to display the range of financial periods if financial
periods are defined.
Note: Configure administrative options for summarizing resource
and role data on the General page of the Application Settings
pane, available from the Administer menu; if the options to
summarize data by calendar or financial period intervals are not
selected, the corresponding timescale options are not available.
 Choose to display limit or allocation limit lines.
 Choose to display the entire date range or a specific date range.
 Select specific start and finish dates if you selected display a specific date range.
 Select a color scheme.
 Choose a chart display option (2-D or 3-D).
When you finish, click Save.
Tips
In a histogram or area chart, move the mouse over the corresponding area or bar to
display numeric allocation totals for a project or project code.
Assigning Resources to Unstaffed Activities
Use this procedure to assign resources to activities to fulfill staffing requests. Resources
include the personnel and equipment that perform work on activities across all projects.
Resources are generally reused between activities and/or projects.
1) Click Resources.
2) On the Resources navigation bar, click Analysis.
3) On the Analysis page, click the Role Usage tab.
4) On the Role Usage tab:
a. Click the Group By list and select Role Hierarchy, and then select a role.
b. Select the Spreadsheet display option.
Note: If costs, rather than units, are displayed, click Customize. On
the Customize dialog box, choose to display Units and click Save.
c. Click the name of the project that has unstaffed units to display the project's
unstaffed activities.

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5) On the Resource Staffing dialog box, select the check box next to each unstaffed
activity you want to staff with the same resource and click Assign Resource. Activities
that have specific resource requirements associated with them display Yes in the
Search Criteria column.
Note: To search for resources who meet specific requirements, click
Search. Specify new criteria required to staff the activity. To save
this new criteria, click Save as Template. Or, to search using
previously saved criteria, click Select Template. When finished
specifying search criteria, click Run Search to display available
resources.
6) In the Select Resource dialog box, select a resource. To review resource allocation
before assigning a resource, click Show Detail. This displays the selected resource's
assignments based on summarized data. If you want to assign the selected resource
to the activity, click Assign.
7) Close the Resource Staffing dialog box.
Tips
Resource usage data are based on summary data. The project must be summarized
before changes made to assignments within a project are reflected.
A Global preference setting lets you choose to automatically summarize the project
after assigning resources, so that summary data always reflects current resource
usage. To choose this option, click the Administer menu and select My Preferences,
then click the Global tab if not already displayed. In the Resources section, select
Automatically summarize project after assigning resources. Click Save and Close.
Configure dashboard content to display the Open Requests for Resources portlet,
which enables you to view staffing requests.
The list of resources you can select from is determined by your resource security
privileges and individual resource's current project association.
Viewing Role Usage
Use the Role Usage tab to view detailed role assignment information in histogram and
spreadsheet format.
1) Click Resources.
2) On the Resources navigation bar, click Analysis.
3) , click the Role Usage tab.
4) On the Role Usage tab:
a. In the Group By list, choose to view roles by Role Hierarchy or Role Team.
b. Click a role name.
c. In the Display field, choose Spreadsheet or Histogram.

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The spreadsheet shows staffed and unstaffed values per project. Click a role name
to see resources who can fulfill that role. Click a project name, if available, to see
the list of activities with the role assignment.
The histogram you use to analyze the staffing requirements for any item in the role
hierarchy, whether the item you select represents one role or a group of roles. It
also enables you to easily identify staffing requirements by role and project, and
shows when a particular role is overloaded.
d. Click Customize.
5) In the Customize dialog box:
a. In the Display list, choose the display format (units or costs).
Choose units to view role use over the selected timescale interval; choose costs to
view how much money is being spent over time.
b. In the Timescale field, choose a timescale interval.
Choose a calendar interval (for example, Month/Week), or choose Financial
Period to display the range of financial periods if financial periods are defined.
Note: Use the Application Settings General page, under the
Administer menu, to set administrative options for summarizing
resource and role data; if the options to summarize data by
calendar or financial period intervals are not selected, the
corresponding timescale options are not available.
c. Choose to show or hide a Limit line. The Limit line shows maximum availability
based on the resource's calendar and Max units/time setting, along with
application settings for hours per time period.
d. Choose to show or hide the Allocation Limit line. This line shows the role's maximum
availability based on Allocated planning values specified in the Resource Planning
spreadsheet. Use this limit line to evaluate whether detailed activity assignments
are in line with what was planned.
e. Click Save.
Tip
The role usage data displayed on the Role Usage tab is based on summary data, so it
reflects values as of the last date the summarizer was run for a project. Assignment
changes within a project after that date will not be reflected until the project is again
summarized.
Viewing Resource Usage
Use the Resource Usage tab to view resource allocation as a histogram (total allocation
across time) or as a spreadsheet (of resource allocation values by project). You can view
totals for an entire resource grouping (role, resource code, or resource team) or for
individual resources.

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1) Click Resources.
2) On the Resources navigation bar, click Analysis.
3) On the Analysis page, click the Resource Usage tab.
4) On the Resource Usage tab:
a. In the Group By list, choose to view resources by Resource Hierarchy, Resource
Teams, Resource Codes, or Primary Role.
b. Click a resource name, resource code, resource team, or primary role.
Note: When you select a resource code, resource team, or primary
role, data for the entire node displays. You can select a resource
name below the node to display data for a single resource or
choose a resource from the Resource Hierarchy list.
c. In the Display field, choose Spreadsheet or Histogram.
The spreadsheet shows more resource usage detail by displaying actual resource
allocation values per time period and per project. For example, you can view
each resource's work hours by project. The table indicates if and when the
individual is overallocated, and also identifies time periods where the resource is
underallocated.
Histograms enable you to analyze the resource allocation for the item you select,
whether the item you select represents one resource or a group of resources such
as a resource team. It also enables you to easily identify resource allocation
requirements and shows when a particular resource is overloaded.
d. Click Customize.
5) In the Customize dialog box:
a. In the Display list, choose the display format (units or costs).
Choose units to view resource use over the selected timescale interval; choose
costs to view how much money is being spent over time.
b. In the Timescale field, choose a timescale interval.
Choose a calendar interval (for example, Month/Week), or choose Financial
Period to display the range of financial periods if financial periods are defined.
Note: Use the Application Settings General page, under the
Administer menu, to set administrative options for summarizing
resource and role data; if the options to summarize data by
calendar or financial period intervals are not selected, the
corresponding timescale options are not available.
c. Choose to show or hide a Limit line. The Limit line shows maximum availability
based on the resource's calendar and Max units/time setting, along with
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d. Choose to show or hide the Allocation Limit line. This line shows the resource's
maximum availability based on Allocated planning values specified in the
Resource Planning spreadsheet. Use this limit line to evaluate whether detailed
activity assignments are in line with what was planned.
The resource usage summary data displayed in this view is based on either
detailed activity-level assignments or high-level (project, WBS) planning
assignments, depending on an option setting on the Services page of the Project
Preferences dialog box accessed from the EPS page. To evaluate activity level
assignments against planned allocations, choose the summarize project option for
detailed activity resources assignments. You must have user access to the project,
appropriate module access, and required security privileges to specify this setting.
When a project is summarized at the detail level, the date range for the timescale
is derived from activity start and finish dates. If the selected resource only has
high-level assignments outside that date range, the Allocation Limit line might not
appear. Changing to a larger timescale increment, for example from
Month/Week to Year/Quarter, might cause the Allocation Limit to appear.
e. Click Save.
Tip
The resource usage data displayed on the Resource Usage tab is based on summary
data, so it reflects values as of the last date the summarizer was run for a project.
Assignment changes within a project after that date will not be reflected until the project
is again summarized.
Exporting Resource or Role Usage Data
Perform these steps to save customized resource or role usage data from the Resources
Analysis section to a Microsoft Excel spreadsheet (*.xls). All spreadsheet rows and the
entire visible timescale are exported.
To export resource or role usage data:
1) Click Resources.
2) On the Resources navigation bar, click Analysis.
3) On the Analysis page, click the Resource Usage tab or the Role Usage tab.
4) On the Resource Usage or Role Usage tab:
a. Click the Group By list and select a group type option.
The resources available depend on your selection, along with your resource
security settings. If you select an individual resource, the spreadsheet displays
allocation data for that resource. If the resource is a parent resource, you can
select the resource's children (if any); if the resource is a child resource, no other
resources are available.

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If you select a resource code, resource team, or primary role on the Resource
Usage tab, the spreadsheet displays summary allocation data for the code, team,
or role; you can select an individual resource belonging to the code, team, or role.
When you select a code, team, or role, you can only view allocation data for
resources that you have access rights to view; resources you do not have access
rights to view are not listed.
b. Click a resource, role, code, or team name.
c. Click the Spreadsheet display option.
d. Click Customize.
5) In the Customize dialog box:
a. Modify the display or timescale options, or choose to show limits.
For units display, if a resource code or resource team consists only of material
resources or a mix of labor, nonlabor, and material resources, the spreadsheet
summary row displays dashes instead of totals. Summing unit values for mixed
resource types does not provide an accurate total because labor and nonlabor
resources are usually associated with time (such as hours or days), and material
resources are often expressed in non-time units of measure.
b. Click Save.
6) On the Resource Usage or Role Usage tab, click Export Spreadsheet.
When prompted, choose whether you want to open or save the export file.
Exporting Resource Data
Resource information, including resource unit and cost allocation data, high-level
planning information, and resource and role usage information can be saved to a
Microsoft Excel spreadsheet (*.xls).
All data is exported as it appears in the current view. Customize the rows using the
customization options on the page, which are either a customize link or a customize
columns button, to display only the data you want to export.
Use the following tasks to export data from the Resources section:
Exporting Resource Administration Data (on page 468)
Exporting Resource Assignment Data (on page 450)
Exporting the Resource Planning Spreadsheet (on page 461)
Exporting Resource or Role Usage Data (on page 467)
Exporting Resource Administration Data
Perform these steps to save customized resource or role information to a Microsoft Excel
spreadsheet (*.xls) for a single resource or multiple resources. All data is exported as it
appears in the current view.
To export resource or role data:

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1) Click Resources.
2) On the Resources navigation bar, click Administration.
3) On the Administration page, click either the Resources or Roles tab.
4) On the Resources or Roles tab:
a. Click Select Columns. Choose any additional columns you would like to
display in the spreadsheet. You can also remove columns by selecting a column
heading with a check mark.
If there are children assigned to a parent resource or role, expand the resource or
role to view the information in the spreadsheet. There can be multiple child levels.
Expand until all the information you want to view is visible.
b. Click Export to Excel.
When prompted, choose whether you want to open or save the export file.
Exporting Resource Assignment Data
Perform these steps to save customized detailed resource assignment information to a
Microsoft Excel spreadsheet (*.xls). All data is exported as it appears in the current view.
To export resource assignment data:
1) Click Resources.
2) On the Resources navigation bar, click Assignments.
3) On the Assignments page:
a. Customize the table using the customize features. The fields that are visible on the
page are the fields that are exported to the Excel spreadsheet, including the fields
that display for the Usage Spreadsheet.
Click Customize Columns to choose the columns to display in the
spreadsheet.
Click Customize Filter to filter the data by an existing filter, or create a
new filter to customize your view.
b. Click Export to Excel.
When prompted, choose whether you want to open or save the export file.
Exporting the Resource Planning Spreadsheet
Perform these steps to export the resource and role allocation data displayed in the
Resource Planning spreadsheet to a comma-separated values (*.csv) file. The data is
exported as it appears in the current view.
To export the Resource Planning spreadsheet:
1) Click Resources.
2) On the Resources navigation bar, click Planning.
3) On the Planning page:

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a. Customize the spreadsheet as described in Customizing the Resource Planning
Spreadsheet (on page 453).
b. Click Export Spreadsheet.
When prompted, choose whether you want to open or save the export file.
Exporting Resource or Role Usage Data
Perform these steps to save customized resource or role usage data from the Resources
Analysis section to a Microsoft Excel spreadsheet (*.xls). All spreadsheet rows and the
entire visible timescale are exported.
To export resource or role usage data:
1) Click Resources.
2) On the Resources navigation bar, click Analysis.
3) On the Analysis page, click the Resource Usage tab or the Role Usage tab.
4) On the Resource Usage or Role Usage tab:
a. Click the Group By list and select a group type option.
The resources available depend on your selection, along with your resource
security settings. If you select an individual resource, the spreadsheet displays
allocation data for that resource. If the resource is a parent resource, you can
select the resource's children (if any); if the resource is a child resource, no other
resources are available.
If you select a resource code, resource team, or primary role on the Resource
Usage tab, the spreadsheet displays summary allocation data for the code, team,
or role; you can select an individual resource belonging to the code, team, or role.
When you select a code, team, or role, you can only view allocation data for
resources that you have access rights to view; resources you do not have access
rights to view are not listed.
b. Click a resource, role, code, or team name.
c. Click the Spreadsheet display option.
d. Click Customize.
5) In the Customize dialog box:
a. Modify the display or timescale options, or choose to show limits.
For units display, if a resource code or resource team consists only of material
resources or a mix of labor, nonlabor, and material resources, the spreadsheet
summary row displays dashes instead of totals. Summing unit values for mixed
resource types does not provide an accurate total because labor and nonlabor
resources are usually associated with time (such as hours or days), and material
resources are often expressed in non-time units of measure.
b. Click Save.
6) On the Resource Usage or Role Usage tab, click Export Spreadsheet.
When prompted, choose whether you want to open or save the export file.

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In This Section
About Reports .........................................................................................................473
About Publication Services and Reporting .........................................................478
About Reports
Reports are collections of meaningful data saved in a common file format, designed
according to a particular template, and delivered to the right recipients. As permitted,
you can use the set of sample BI Publisher reports or additional reports created by your
administrator. See Sample BI Publisher Reports.
Note: Project, enterprise, and other types of global data for reports
must be automatically or manually published to ensure up-to-date
information.
You can elect to run a report in one of two basic ways:
1) On-demand: This type of report generation has many other names, including ASAP,
instant, ad-hoc, and "on the fly". As these names imply, the application accepts
various input criteria from you in real time and then instantly generates and delivers
the selected report to an e-mail address, or prompts you to save or open the file
depending on output type.
2) Scheduled: This type of report generation requires that you first configure the options
and other details necessary to generate the report, but doesn't actually generate the
report output until the scheduled day and time. You can also generate previously
scheduled reports on-demand.
Note: Your ability to run and schedule reports comes from security
settings managed in BI Publisher. P6 user access settings determine
what, if anything, you will see. For example, to view overhead
codes in a Timesheet Report, you need module access for the
Reports section of the application as well as resource access for
the resources included in the report. Contact your administrator for
more information.
Reports

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Working with Reports
The reports section of the application hosts an array of reports integrated with BI
Publisher. The role assigned to you determines the extent of your permissions when using
reports in P6.
Reports Screen Elements
Item Description
View menu: Use the view menu to switch between the Reports view and
the Schedules view.
Reports view: The Reports view displays the list of reports you have access
to run. Run a report on-demand, or use the Schedule detail window to
schedule a report run. The remaining screen element descriptions in this
table provide more details on the Reports view.
Schedules view: The Schedules view displays the list of all reports you
have scheduled to run, organized by run frequency (Once, Daily,
Weekly, Monthly). You can suspend or activate the report run by
deseleting or selecting the Enabled option. Click on a report schedule
name and view an explanation of the report in the Description detail
window.

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Item Description
Reports view work area: Reports are listed by name and grouped by
folder. The report list, group names, and hierarchical structure are
defined in BI Publisher. See Sample BI Publisher Reports for a list of all
reports that accompany P6. Your P6 administrator can remove sample
reports and create additional reports for your use.
From this page, you can view report details including the file formats
available for each report. You can also run a report on-demand or print a
list of reports in your view.
Reports view detail windows:
Schedules detail window: This detail window lists all the scheduled report
runs for the selected report. Use this detail window to add a new
scheduled report run, suspend or activate a report run by selecting or
clearing the Enabled option, and view the history of report runs. You can
also run a scheduled report on-demand from this window.
Description detail window: This detail window provides an explanation of
the report.
Scheduling Reports
Perform these steps to schedule reports and configure report delivery settings.
To schedule a report:
1) Click Reports.
2) On the Reports page:
a. Click View and select Reports.
b. Select a report, and then click the Schedule detail window.
3) In the Schedule detail window, click Add (Insert).
Note: You can also schedule a new report using an existing report
schedule. To do this, click Replicate Schedule instead of
Add (Insert), and then continue to follow the steps below.
4) In the Report Settings dialog box, click the Options tab.
5) On the Options tab:
a. In the Schedule Name field, enter a name that identifies the report schedule.
b. In the Template list, choose a template to apply to the report.
c. In the Format list, choose a file format for the delivery of the report.
d. Next to the Delivery Type field, click and enter or select e-mail addresses for
the intended report recipients.

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e. In the Notification section, choose to send yourself status notification of the report
run.
f. In the Report Parameters section, specify values for the parameters in the Field
Name column. You can enter values directly in the field or double-click in the field
and click to open a selection dialog box.
Note: When selecting Project parameters, if you choose to add an
EPS to the Selected Projects list, only the projects directly under the
EPS are added. If additional EPSs are under the parent EPS, these
projects will not automatically be included in the report; however,
you can select additional EPSs and add them to the Selected
Projects list.
Caution: To avoid system performance issues, be as specific as
possible when entering values for reports. Narrow down your
choices to include only what is absolutely necessary.
6) In the Report Settings dialog box, click the Schedule tab.
7) On the Schedule tab:
a. Select a recurrence pattern from the Run list.
b. In the Schedule Options section, complete the fields shown. The screen elements
in this section are dynamically updated based on your selection in the Run list.
For example, for Daily scheduled jobs, enter the Start Date, Finish Date, Run Time,
and select one or more days for the report to run.
8) In the Report Settings dialog box, click Save.
Running Reports On-Demand
Perform these steps to configure report settings and immediately run a report.
To run a report on-demand:
1) Click Reports.
2) On the Report page:
a. Click View and select Reports.
b. Select a report.
c. Click Run Report.
3) In the Report Settings dialog box:
a. In the File Name field, enter a file name for the report.
b. In the Template list, choose a template to apply to the report.
c. In the Format list, choose a file format for the delivery of the report.

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d. In the Delivery Type list, choose to have the report sent through e-mail or display
the file immediately.
If you chose E-mail, click and enter or select e-mail addresses for the
intended report recipients.
If you chose File, the report will display after you click Run.
e. If you chose E-mail, in the Notification section, choose to send yourself a status
notification of the report run.
f. In the Report Parameters section, specify values for the parameters in the Field
Name column. You can enter values directly in the field or double-click in the field
and click to open a selection dialog box.
Note: When selecting Project parameters, if you choose to add an
EPS to the Selected Projects list, only the projects directly under the
EPS are added. If additional EPSs are under the parent EPS, these
projects will not automatically be included in the report; however,
you can select additional EPSs and add them to the Selected
Projects list.
Caution: To avoid system performance issues, be as specific as
possible when entering values for reports. Narrow down your
choices to include only what is absolutely necessary.
g. Click Run.
Exporting a List of Reports
Perform these steps to save a customized list of available reports to a Microsoft Excel
spreadsheet (*.xls).
All data is exported as it appears in the current view.
To export a list of reports:
1) Click Reports.
2) On the Reports page:
a. Click View and select Schedules or Reports.
b. Modify the table to view only the list of reports you want to export.
Expand or collapse group headings.
Click Columns. Choose any additional columns you would like to
display in the spreadsheet. A check mark indicates the column is selected.
You can also remove columns by clicking on a column name with a check
mark.
c. Click Export to Excel.

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When prompted, choose whether you want to open or save the export file.
Viewing the Report Run History
Perform these steps to view the list of all runs for the selected report schedule since the
last history deletion.
Note: The run history is only captured for scheduled reports, or
on-demand reports delivered by e-mail.
To view the report run history:
1) Click Reports.
2) On the Reports page:
a. Click View and select Reports.
b. Select a report, and then click the Schedule detail window.
3) In the Schedule detail window, select a schedule name and click History.
4) On the History dialog box, review the recent report runs.
 To clear the history, click Delete All History.
 Click Save or Cancel to close the History dialog box.
About Publication Services and Reporting
Before you can generate reports, data must be refreshed and calculations must be
made in precisely arranged tables and fields. Publication Services address these
reporting needs gathering and calculating data as close as possible to real-time. To
make this happen, you can configure P6 to automatically publish data to reporting
tables. Depending on the type of data published, P6 tables may still generate reports, or
a combination of P6 and reporting tables may generate them. An administrator must
configure settings for Publication Services before publishing reporting data.
Your organization's P6 EPPM data has two categories: project data and global data.
Published project data includes all information about your projects, including summaries
and calculations. Published global data includes enterprise data, resource and role
data, portfolio data, and security data.
To summarize the reporting process:
1) Users create new data or make changes to existing data in P6.
2) P6 global and project data publishes, automatically or manually, to tables for
reporting.
3) Reports generate directly from the collective P6 EPPM database with the P6
Extended Schema reporting tables.

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Working with Publication Services for Reporting
To achieve near real-time reporting, you can configure P6 to automatically publish to
tables that store updated data, including calculations and summary data. These tables
also create views for generating reports. The P6 data is split into two general categories:
project data and global data. Project data includes all information about your projects,
including summaries and calculations. Global data includes enterprise data, as well as
resource and role, portfolio, and security data. The image below summarizes the key
concepts in the publication and reporting process.
Table of Key Publication Services Concepts
Item Description
EPPM Database: The EPPM database captures all the data your
organization generates every second of every day. However, the raw
data in the EPPM database is not structured for immediate reporting.

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Item Description
Project Data: You can configure P6 to automatically publish a project
based on publication thresholds. Based on the options you select, you
can prioritize projects for publication in a queue. If necessary, you can
manually add a project to the queue.
Global Data: You can configure services in P6 to schedule the
publication of global data based on recurring intervals that you specify. If
necessary, you can also immediately publish this data manually.
Project Queue: Projects publish in sequential order based on priority. Your
administrator can control which projects are added to the publishing
queue, when, and in what order. These options ensure the project data
you need most is available for P6 reporting in near real-time.
P6 Extended Schema Tables: The project and global services recalculate
certain logical fields in the P6 EPPM database and store them as physical
fields in the P6 Extended Schema tables so they are available for
reporting and other purposes. Some fields in P6, such as durations, are
calculated in real time as related field data is changed and are not
stored in the database. Publication services recalculate these fields and
store their values in the extended schema tables. Other fields, such as
note fields, are not stored in the database in a format suitable for
reporting. For these fields, publication services will convert them to a
format more suitable for reporting.
P6 Reports: You can run reports directly against P6 Extended Schema
table views and P6 tables.

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P6 administrators control project and global publication processes, which are
summarized below.
Table of Key Publication Services Elements
Item Description
Application Settings for Publication Services: Located under the
Administer menu, begin by clicking Application Settings, and then
choose Services. On the Services page, specify the start date, period of
time to add to the current publication date to determine a finish date,
and time-distributed interval for publication. In the Project Publication
section, you can enable the Publish Projects services to refresh project
data according to a time interval you set. You can further determine a
change threshold, time threshold, and even decide if idle projects should
be added to the queue, and if so, set a maximum limit to the concurrent
number of idle projects being published.

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Item Description
Project Preferences for Publication Services: Then, navigate to the EPS
page in the Projects section. Click a project and select Set Project
Preferences from the Actions menu. On the Services page, select the
Enable Publication option to indicate you want to include this project in
the Publish Projects services. All new projects are enabled for publication
by default. Clear the option if you do not want to publish the project's
data. On this page, you can also set the project's priority relative to other
projects entering the publication queue.
Global Scheduled Publication Services: Return to the Administer menu
and navigate to the Global Scheduled Services dialog box to enable the
types of global data services you want to schedule. Below each service
you enable, specify the recurring interval and start time in the detail
window.
Publishing P6 Data for Reports
Reports based on P6 data require timely access to the most current data in order to be
accurate. For example, report recipients expect to see updated enterprise data and
project data including any calculations. In order to provide this data, P6 generates and
stores data in reporting tables (the P6 Extended Schema). You can configure P6 to
automatically publish essential data to the tables or manually generate it so that the
most current data is available for reporting.
The data is split into two general categories: project data and global data. Project data
includes all information about your projects, including summaries and calculations, and
global data includes enterprise data, resource and role data, and security data.
Related Topics
Defining Publication Periods..................................................................................482
Enabling Automatic Publishing of P6 Project Data for Reports........................483
Enabling Automatic Publishing of P6 Global Data for Reports ........................485
Configuring Publication Service Settings for Projects ........................................485
Manually Publishing P6 Project Data for Reports................................................486
Manually Publishing P6 Global Data for Reports................................................487
Defining Publication Periods
Before publishing global or project data for reporting, define the publication period. The
publication period you define should be large enough to capture all the project data
you need to include in reports.

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Warning: You can perform these steps again at any time to modify your settings. However, if an Admin
Superuser modifies the Start date, Time distributed interval, or Finish date is current date plus
fields, all data will be fully recalculated. Oracle recommends that you only reconfigure publication options
on weekends or during off-peak hours to prevent the disruption of other P6 features.
To define the publication period:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Services.
3) On the Services page, in the Publication Periods section:
a. In the Start date field, click to select the exact month, day, year, and time to
mark the initial start of the data publication period. Select any date in the past
that represents a reasonable amount of historical spread data for your
organization. For example, in order for users to be able to produce time-distributed
reports for any date range, enter the earliest project start date at your
organization.
b. In the Finish date is current date plus fields, select a numeric quantity and unit of
time to construct a dynamic period of time. Whenever a publication service runs,
this period of time is added to the current date to determine the finish date for the
publication of data. For example, if the value is 5 years, time-distributed data will
always be published covering the period of time that begins with the value in the
Start Date field and extends five years into the future each time a service runs.
c. In the Time distributed interval field, select the unit of time in which time distributed
data will be recalculated and published. Set this to Week if performance is of
primary importance and daily granularity of the published data is not necessary.
d. Click Save.
Enabling Automatic Publishing of P6 Project Data for Reports
Perform the following procedure to enable projects for publication, and to set options for
automatic project publication. Then, as you work, P6 automatically detects the changes
to your projects that trigger the publication of their data.
To enable Publication Services for project data:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, select Services.
3) On the Services page, in the Project Publication section:
a. Select Enable Publish Projects to enable automatic project publication based on
defined thresholds. Selecting this option also allows users to manually publish
projects.
b. In the Publish projects every field, select an interval by which projects are polled to
be published.

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c. Enter a number in the Number of changes exceeds field. This threshold setting
determines the number of edits users can make to the project data before P6
publishes its data. Assuming a constant rate of change among projects, a lower
value will result in more frequent publication of project data. If you enter a value of
0, projects with tracked changes will be automatically published.
d. Enter a time period for the Time since last publication exceeds field. This threshold
setting determines how often the publication of project data should occur. For
example, if you enter 12 hours, the project data will be published every 12 hours
unless the threshold for the number of changes has already been reached.
e. Select Publish idle projects to add projects to the service queue that are enabled
for publication but have not been changed during the time threshold. This setting
is only valid for the initial run of the service.
f. In the Maximum number to publish field, enter the maximum number of pending
idle Publish Project services that can be present at once in the service queue. This
prevents performance problems during peak demand when enabling the
publication of a large number of projects. For example, if the service runs and
queues 40 projects that have exceeded specified thresholds and must be
published, or that have been manually published, and you have set the maximum
to 100, P6 will schedule up to 60 idle projects for publication.
g. Click Save.
Tips
If your organization is upgrading to P6, select Publish idle projects to add your
migrated projects to the service queue after your database is upgraded. This will
publish all your projects in the queue and refresh the available data for reporting.
After an upgrade, this setting is no longer applicable, and projects will be submitted
to the service queue based on threshold values specified on the Application Settings
page.
Clear the Publish idle projects option if your organization does not report against
completed projects.
The Maximum number to publish field is only applicable immediately following an
upgrade, when all projects are considered idle. When all projects have been
published, the service queue will no longer be constrained based on this setting.
A project will be automatically submitted to the service queue if you change the
project baseline, calendar, or data date. Projects are also automatically submitted to
the queue if you select or clear Calculate Activity % Complete from activity steps
option, or modify the default price/unit value for assignments without activities, from
the Set Project Preferences dialog box available from the Actions menu on the EPS
page.
For threshold settings, projects are added to the service queue based on tracked
changes to data. Only changes to activities, resource/role assignments, relationships,
and the WBS are tracked.

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Enabling Automatic Publishing of P6 Global Data for Reports
Perform the steps below to configure P6 to automatically publish any of the following
types of global data to reporting tables.
Enterprise Data
Enterprise Summary Data including portfolio data
Resource Management Data
Security Data
To automatically publish P6 global data:
1) Click the Administer menu and select Global Scheduled Services.
2) In the Global Scheduled Services dialog box:
a. Select a service, then configure its settings in the Service Settings detail window.
For example, you might specify that the service runs daily on Wednesdays with a
start time of 10:15 PM.
Note: Oracle recommends running the Publish Security service first
if the Run After Previous option is selected in the Run Service list for
other publication services. Running the Publish Security service first
will ensure that security data updates in the extended schema as
soon as possible and ensures that the security restrictions are in
place before you run the report.
b. Select the Enabled option for any of the four global services listed.
c. If you choose to run one or more services with the relative frequency value of After
previous service, click Move Up (Ctrl+Alt+Up) or Move Down
(Ctrl+Alt+Down) to arrange the services in your preferred sequence.
d. Click Close.
Configuring Publication Service Settings for Projects
After enabling automatic publishing, perform the following procedure to configure
settings for each individual project in Publication Services. Then, as you work, P6
automatically detects the changes to your project that trigger the publication of its data
in the service queue.
To configure Publication Service settings for a project:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page:
a. Select a project.
b. Click the Actions menu and select Set Project Preferences....
4) On the Project Preferences pane, select Services.
5) On the Services page, in the Publication section:

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a. Select the Enable Publication option.
Note: By default, all projects are enabled for publication. The
Enable Publication setting only needs to be modified if you wish to
disable publication for a project or re-enable publication of a
previously disabled project.
b. Adjust the relative Publication Priority up or down between 1 and 100 with 50 being
the default priority value, 1 being the highest priority, and 100 being the lowest.
c. Click Save and Close.
Tip
If you wish to modify publication settings for many projects at one time, you can display
the Enable Publication, Last Published On, and Publication Priority fields as columns in
your EPS view.
Manually Publishing P6 Project Data for Reports
Perform the steps below to publish the data from one or more projects to the reporting
tables so it is ready for reporting. P6 will automatically publish project data; however, you
may want to publish the data manually in special cases such as when generating an
important report at a specific time.
To manually publish P6 project data:
1) Click Projects.
2) On the Projects navigation bar, click EPS.
3) On the EPS page, select one or more projects, or select an EPS node to publish all of
its subordinate projects.
4) On the Actions menu, click Publish Projects.
Tips
In order to manually publish project data from the EPS page, Publication Services
must be enabled and configured.
You can publish all open projects by clicking Publish Projects on the Run submenu
on the Actions menu of the Activities page. You can also publish projects by selecting
one or more projects on the EPS page, and then using the right-click menu.
Projects are not immediately published. Instead, they will be added to the queue of
projects being processed for publication the next time the Publish Projects service
runs. View settings for the Publish Projects service, including how often the service
runs, on the Services page, which is located on the Application Settings pane.
Depending on your security privileges, the Application Settings pane may not be
accessible. You can check the status of the Publish Projects service after it has been
added to the service queue by selecting View Service Status from the Actions menu
on the Activities page.

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If some of the selected projects are not enabled for publication, only those projects
enabled for publication will be submitted to the service queue. If none of the
selected projects are enabled for publication, you will not be able to click Publish
Projects.
A project will be automatically submitted to the service queue if you change the
project baseline, calendar, or data date. Projects are also automatically submitted to
the queue if you select or clear the Calculate Activity % Complete from activity steps
option, or modify the default price/unit value for assignments without activities from
the Set Project Preferences dialog box available from the Actions menu the EPS
page.
Manually Publishing P6 Global Data for Reports
Perform the steps below to manually publish any of the following types of global data to
the reporting tables.
Enterprise Data
Enterprise Summary Data including portfolio data
Resource Management Data
Security Data
P6 will automatically publish global data; however, you may want to publish the data
manually in special cases such as when generating an important report at a specific
time.
To manually publish P6 global data:
1) Click the Administer menu and select Global Scheduled Services.
2) In the Global Scheduled Services dialog box:
a. Select any of the four global services listed.
b. Click Run Service on the Global Scheduled Services toolbar.
c. In the resulting message box, click OK.
d. Click Close.
Tips
If the service listed under the manually selected service is configured to run After
previous service, it will run automatically when the selected service finishes.
You must have the global security privilege, Administer Global Scheduled Services, to
run a service from the Global Scheduled Services dialog box.

489. 489
In This Section
About Administration..............................................................................................489
About My Preferences ...........................................................................................490
About My Calendar ...............................................................................................498
About Application Settings....................................................................................500
About Enterprise Data............................................................................................507
About User Access..................................................................................................567
About User Interface Views...................................................................................583
About User Sessions.................................................................................................587
About Publication Services and Reporting.........................................................588
About Administration
Administration allows you to control access to features and configure global preferences
for all application users in P6 and P6 Professional. The Administer menu presents a list with
the following choices:
Note: Many of the features described in this section require
additional settings to be configured in the P6 Administrator
application. See the P6 Post Installation Administrator’s Guide.
My Preferences: Presents options for users to configure their own default application
behavior and data.
My Calendar: Appears only if you have been assigned a personal resource calendar.
Presents options for users to configure their own resource calendar.
Application Settings: Presents options to specify default administrative preferences
established by the P6 Administrator.
Enterprise Data: Presents options to configure the essential application framework your
users will need to manage all projects and is established by the P6 Administrator.
User Access: Presents options to add users, configure what features a user can access
and view as established by the P6 Administrator, assign Organizational Breakdown
Structures (OBS) to users, configure module access to P6 EPPM applications, and add
project and global security profiles to users.
User Interface Views: Presents options to configure how users see the interface view so
the user can view only the selected features established by the P6 administrator.
Administration

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About My Preferences
My Preferences offers options for you to customize the data display format across all
sections of P6. The options you customize are exclusively yours. You can alter global
preferences, including formats for time units, dates, and currencies. You can also
customize view preferences if the P6 Administrator gives you access to do so. Some view
preferences you can customize include menu items and pages. Finally, you can change
your password.
Working with My Preferences
In My Preferences, you can adjust global, view, and password preferences. You can use
My Preferences to personalize your workspace, but the P6 Administrator can limit what
you can access or establish settings that everyone must use.
Table of My Preferences Elements
Item Description
Global tab: Enables you to adjust application-wide preferences to suit
your needs, such as currency and time and date formats. Click the
arrows for each section to adjust your global preferences.
View tab: Enables you to change what you will see as you work in P6.
Click the arrows for each section to select what menu items and pages
you can see. For example, if you do not need Application Settings on the
Administer menu, clear Application Settings.

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Item Description
Password tab: Enables you to change your password. The password
policy will change depending on whether it is disabled or enabled. If the
password policy is enabled, the text will change to "Password must be
between 8 and 20 characters and contain at least 1 letter and 1
number."
Customizing My Preferences Global Preferences
Customize global preferences to create a working environment that suits your needs. The
global preferences you select affect only your interaction with the application; other
users are not affected by your changes.
Global preferences is broken down into several sections. To see how to customize a
section, use any of the tasks listed below.
Related Topics
Customizing Global Currency Preferences.........................................................491
Customizing Global Date Format Preferences...................................................492
Customizing Global General Preferences...........................................................492
Customizing Global Issues Preferences ...............................................................493
Customizing Global Performance Threshold Preferences ................................493
Customizing Global Project Score Preferences..................................................493
Customizing Global Resources Preferences .......................................................494
Customizing Global Row Number Preferences ..................................................494
Customizing Global Time Units Format Preferences...........................................495
Sending E-Mail Notifications about Resource Assignments..............................496
Customizing Global Currency Preferences
Customize currency preferences to determine how currency is displayed in the
application.
To customize currency preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Currency section.
4) In the Currency section, click the Select Currency icon.
5) In the Select Currency dialog box, select a currency and click OK.
6) On the Global tab:

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a. In the Currency section, select the Show decimal places and Show currency
symbol options to suit your needs.
b. Click Save and Close.
Tips
You can double-click the Currency field and type a currency name rather than search
for a currency.
Customizing Global Date Format Preferences
Customize date format preferences to determine how dates are displayed in the
application.
To customize date format preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Date Format section.
4) In the Date Format section:
a. Expand the Date format subsection:
1. Click the Date format list, and choose a format.
2. Select the Date format options for how you want the date to display.
b. Expand the Time format subsection:
1. Click the Time format list, and choose a format.
2. Select the Show minutes option if you want minutes to display.
c. Click the Separator list, and choose a separator.
5) On the Global tab, click Save and Close.
Customizing Global General Preferences
Customize general preferences on the Global tab to enable miscellaneous options for
P6, such as sending an e-mail to resources upon adding or removing assignments.
Note: The P6 Administrator must setup an e-mail server for this
functionality to work.
To customize general preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the General section.
4) In the General section, select the options.
5) On the Global tab, click Save and Close.

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Customizing Global Issues Preferences
Customize global issues preferences to determine how issues are displayed in the
application.
To customize global issues preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Issues section.
4) In the Issues section, select options for each of the statements.
a. To have an issue e-mailed that has a certain priority, click the priority list and
choose a value.
b. To select an issue code, click the Select an Issue Code icon.
c. In the Select an Issue Code dialog box, select an issue code and click OK.
5) On the Global tab, click Save and Close.
Customizing Global Performance Threshold Preferences
Customize performance threshold preferences to specify parameters for Performance,
Earned Value, and Index values that appear in dashboard Project Performance portlets
and on the Portfolios Performance Status tab.
To customize performance threshold preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Performance Threshold section.
4) In the Performance Threshold section:
a. Expand the Performance subsection:
1. Double-click each field and type a value.
2. Click each list and choose a value.
b. Expand the Earned Value subsection, and click each list and choose a value.
c. Expand the Index subsection, and click each list and choose a value.
5) On the Global tab, click Save and Close.
Customizing Global Project Score Preferences
You can customize your own project score preferences to determine how the project will
be scored in the application.
To customize project score preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Project Score section.

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4) In the Project Score section:
a. Select the option to Calculate Project Score based on selected Project Codes. If
you select the option:
Click the Project Codes link.
In the Customize Project Score dialog box, use the common controls to add
or remove project code fields from the Selected Columns list and click Save.
b. In the High is greater than or equal to field, enter a value between 1 and 100.
c. In the Medium is greater than or equal to field, enter a value between 1 and 100
that is also less than the High is greater than or equal to field.
5) On the Global tab, click Save and Close.
Customizing Global Resources Preferences
Customize resources preferences to determine how resources will be displayed in the
application.
To customize resources preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Resources section.
4) In the Resources section:
a. Expand the Resource Staffing subsection, and select the options.
b. Expand the Resource Assignments subsection, and select one option for each of
the statements.
c. In the Number of available items to search for Roles, Resources, and Resource
Codes field, enter a value.
Note: The value specifies the number of search criteria items
allowed. The maximum valid value is 10.
5) On the Global tab, click Save and Close.
Customizing Global Row Number Preferences
Customize row number preferences to determine the maximum number of rows that can
be displayed in the application.
To customize row number preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab:
a. Double-click the Maximum number of rows displayed in each section field and
type a value.

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Note: The value you place in the Maximum number of rows
displayed in each section setting will not apply to view or
dictionary grids.
b. Double-click the Maximum number of rows displayed in trees and picklists field
and type a value.
c. Click Save and Close.
Tips
If the number of items exceed the maximum you specify for Maximum number of
rows displayed in each section, a Next link appears for you to navigate to the next
page of the list.
If the number of items available to display exceeds the maximum you specify for
Maximum number of rows displayed in trees and picklists, a message appears to
inform you that you are viewing a partial list.
Customizing Global Time Units Format Preferences
Customize time units format preferences to determine how time will be displayed in the
application.
To customize time units format preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the Time Units Format section.
4) In the Time Units Format section:
a. Expand the Display Time Units in subsection:
1. Click the Display Time Units in list, and choose a unit.
2. Select the options.
Note: You must select the Show unit label option to mark the Show
sub units option.
3. Click the Decimal places list, and choose a number of decimal places.
b. Expand the Display Durations in subsection:
1. Click the Display Durations in list, and choose a unit.
2. Select the options.
Note: You must select the Show unit label option to mark the Show
sub units option.
3. Click the Decimal places list, and choose a number of decimal places.
c. Expand the Unit/Time Format subsection, and select one option.
5) On the Global tab, click Save and Close.

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Sending E-Mail Notifications about Resource Assignments
An automatic notification feature can be configured to send e-mail to the affected
resources when you add, change, or remove a resource assignment.
To configure P6 to automatically send e-mail about resource assignments:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Global tab.
3) On the Global tab, expand the General section.
4) In the General section:
a. Select the Send e-mail to resources upon adding or removing assignments option.
b. The system automatically selects the Prompt before sending e-mail option. Clear
the option if you do not want prompts.
5) On the Global tab, click Save and Close.
Tips
The address and subject line for the e-mail are generated based on the specific
assignment circumstances. For example, when you first assign a resource to an
activity, the e-mail subject line tells the resource they have been assigned and
provides the activity name. In all cases, the message text includes the project name,
resource start and finish dates, planned units, and planned units/time.
When the automatic e-mail option is on, confirmation messages are sent to you,
indicating the names of the recipients.
If a resource does not have an e-mail address specified on the Resources tab of the
Administration page, no e-mail can be sent.
When a resource is replaced on an activity, an e-mail is sent to the removed resource
and to the replacement resource.
Customizing My Preferences View Preferences
Customize view preferences to specify the items that appear in the Administer,
Dashboards, Portfolios, Projects, and Resources sections. You can edit only your view
preferences if you have been assigned edit rights. If you do not have edit rights, the
options are disabled.
To customize view preferences:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the View tab.
3) On the View tab, expand the Administer section.
4) In the Administer section, expand the Menu Items subsection and select the options.
5) On the View tab, expand the Dashboards section.
6) In the Dashboards section:

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a. Expand the Menu Items subsection and select the options.
b. Expand the Displayed Dashboards section to view the dashboards.
7) On the View tab, expand the Portfolios section.
8) In the Portfolios section:
a. Expand the Menu Items subsection, and select the options.
b. Expand the Pages subsection, and select the options.
9) On the View tab, expand the Projects section.
10) In the Projects section:
a. Expand the Menu Items subsection, and select the options.
b. Expand the Pages subsection, and select the options.
11) On the View tab, expand the Resources section.
12) In the Resources section:
a. Expand the Menu Items subsection, and select the options.
b. Expand the Pages subsection, and select the options.
13) On the View tab, click Save and Close.
Tips
Select the option next to Menu Items or Pages to automatically select all the options
in the list. Clear the option to automatically clear all the options in the list.
Click the Move Up or Move Down arrows to arrange the menus items.
Changing Your Own Password
Users can change their own password at any time.
Note: You cannot change passwords if you are running P6 EPPM in
LDAP or SSO authentication mode.
To change your own password:
1) Click the Administer menu and select My Preferences.
2) On the My Preferences page, click the Password tab.
3) On the Password tab:
a. In the Current Password field, enter the current password.
b. In the New Password field, enter a new password.
Notes:
 When the Password Policy is enabled, the password must be
between 8 and 20 characters and contain at least one number
and one letter.

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 When the Password Policy is disabled, the password must be
between 1 and 20 characters. The application does not allow
blank passwords.
c. In the Confirm New Password field, enter the new password again for verification.
d. Click Save.
About My Calendar
My Calendar allows you to customize your own personal resource calendar. Use My
Calendar to add or modify work and nonwork days, or import exception time from an
existing calendar. Mark your planned vacation days and update other personal
nonwork exception days so your project manager is able to more accurately assign
activities and track your availability for current and upcoming projects.
Note: You will only see My Calendar in the Administer menu if you
have been assigned a personal resource calendar.
Configuring My Calendar
If you are assigned a personal resource calendar, you can perform the following tasks:
Related Topics
Setting Work Hours Per Time Period for My Calendar ........................................498
Configuring the Standard Work Week for My Calendar...................................499
Modifying Calendar Days on My Calendar........................................................499
Importing Events to My Calendar.........................................................................499
Setting Work Hours Per Time Period for My Calendar
Configure the work hours per time period settings to specify the default number of hours
in a work period for a calendar. The values you specify here are used as conversation
factors when displaying time units in increments other than hours. Any
resource-dependent activity that uses this resource calendar will use these values as
conversion factors for these activities.
To use this feature, the Use assigned calendar to specify the number of work hours for
each time period option must be selected in on the Time Periods page in Application
Settings.
To set the number of work hours for each time period:
1) Click the Administer menu and select My Calendar.
2) On the My Calendar page, click Edit Hours Per Period.

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3) In the Set Time Periods dialog box, click and type an hour value in each field, and
then click OK.
4) Click Save.
Configuring the Standard Work Week for My Calendar
Configure the standard work week for the calendar to set the work and nonwork days
and hours.
To configure the standard work week:
1) Click the Administer menu and select My Calendar.
2) On the My Calendar page, click the Standard Work Week tab.
3) On the Standard Work Week tab, right-click on a working or nonworking timeslot and
use the menu options to adjust the workday. You can also resize the working time to
increase or decrease the work hours.
4) Click Save (Ctrl+S).
Modifying Calendar Days on My Calendar
Modify calendar days to account for work or nonwork days or hours that are different
than the standard hours defined on the Standard Work Week tab. For example, you
might choose to specify vacation days by setting the standard working days to
nonworking days.
To modify work or nonwork calendar days:
1) Click the Administer menu and select My Calendar.
2) On the My Calendars page, click the Calendar tab.
3) On the Calendar tab, right-click a working or nonworking day and use the menu
options to adjust the workday.
4) Click Save (Ctrl+S).
Importing Events to My Calendar
You can import special events into My Calendar. The imported time appears in your
calendar as nonwork exception time. For example, an organization might distribute a file
of holidays or special travel events that it wants all employees to import into their
personal calendars.
The following conditions must be met before you import the events:
The duration of the event must exceed the total standard worktime for a given day;
or, it must represent an all day event.
The events you import must be formatted in the iCalendar (.ics) file format. This means
you might have to export your appointments in another scheduling application to an
.ics file.
To import special nonwork events into My Calendar:

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1) Click the Administer menu and select My Calendar.
2) On the My Calendars page, click Import.
3) In the Import Calendar Events dialog box:
a. Click to browse iCalendar files.
b. Select a file and then click Open.
c. Select the check boxes for the events you want to import. Select the check box in
the column header to import all events.
d. Click Import.
4) A message box will appear alerting you when the import is complete. Click OK.
5) On the My Calendars page:
a. Scan through the calendar to verify the exception time appears on days where it
is expected.
b. Click Save (Ctrl+S).
Example: You import a calendar event for a specific day with hours
that exceed the standard work hours set for that day. The imported
event will set the entire day to nonwork exception time. Using
precise numbers, if your standard work week designates 8 hours of
work for Monday, and you import a file that has a nonwork period
of 9 hours named "Approved Comp Time," the entire day will
appear as nonwork exception time in your calendar.
About Application Settings
Application Settings enables your organization to define a series of application-wide
parameters and values that apply globally and to all projects in an enterprise project
structure (EPS). Use these settings to customize the application to meet specific project
management requirements and standards. The P6 Administrator can choose to hide
Application Settings from users. If users can view Application Settings, they must have the
proper security privileges to edit them.

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Working with Application Settings
Use Application Settings to specify default administrative preferences established by the
P6 Administrator. The P6 Administrator must give you access to Application Settings to
view them and the "Edit Application Settings" privilege for you to adjust them.
Table of Application Settings Elements
Item Description
Data Limits: Specify the maximum number of levels for hierarchical
structures and the maximum number of codes and baselines.
Earned Value: Specify default settings for calculating earned value.
General: Specify general default options, such as the weekday on which
the calendar week begins.
ID Lengths: Specify the maximum number of characters for IDs and
codes.
Services: Specify publication and summarization periods and configure
project publication options.

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Item Description
Timesheets: Specify default setup options when using P6 Progress
Reporter.
Time Periods: Define the default number of hours in a workday,
workweek, workmonth, and workyear, or specify that the default number
of work hours for each time period is defined per calendar.
Configuring Data Limits Settings
Data limits allows you to specify the maximum number of levels for hierarchical structures.
You can also specify the maximum number of baselines and activity codes that can be
included in a project.
To configure data limits settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Data Limits.
3) On the Data Limits page:
a. Click the up and down arrows for each item to set maximums.
b. Click Save and Close.
Configuring Earned Value Settings
Configure earned value settings to specify defaults for calculating earned value.
To configure earned value settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Earned Value.
3) On the Earned Value page:
a. In the Technique for computing performance percent complete section, select an
option.
Note: If you select the Custom % Complete option, use the up and
down arrows to select a percent.
b. In the Technique for computing estimate to complete (ETC) section, select the first
option or select one of the other four options to define a formula.
Note: If you select the PF = option, click the field and type a value
to be equal to PF.
c. In the Earned Value Calculation section, choose an option from the list.

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d. Click Save and Close.
Tips
You can select only one option in each section.
Defining Earned Value Calculations for WBS Elements
Earned value is a technique for measuring project performance according to both
project costs and the schedule. This technique compares the planned cost of the work
to the actual cost. While earned value analysis is typically performed for WBS elements,
you can also perform an earned value analysis for activities, groups of activities, or one or
more projects.
You can define the technique used to calculate the Performance Percent Complete
and Estimate to Complete used in the earned value calculation:
Earned Value =Performance % Complete x Budget At Completion (BAC)
To define the default P6 technique for computing earned value calculations:
1) Click Administer and select Application Settings.
2) On the Application Settings pane, click Earned Value.
To define the technique for computing earned value calculations for a WBS:
1) Click Projects.
2) On the Projects navigation bar, click Activities.
3) On the Activities page:
a. Select an activity view that is grouped by WBS, or group by WBS.
b. Expand the project and any parent WBS elements.
c. Select a WBS to define the technique used for computing earned value.
d. Click the Earned Value detail window.
4) In the Earned Value detail window:
a. In the Technique for computing performance percent complete section, select the
technique you want to use for calculating an activity's earned value.
b. In the Technique for computing Estimate to Complete (ETC) section, select the
technique you want to use for calculating ETC.
Configuring General Settings
Perform the steps below to configure general application settings including calendar
and activity duration defaults, URLs for related applications, and to enable the optional
password policy setting.
To configure general settings:
1) Click the Administer menu and select Application Settings.

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2) On the Application Settings pane, click General.
3) On the General page:
a. In the Starting Day of Week section, click the list and choose a day of the week.
b. In the Password Policy section, select the option to enable the policy.
Notes:
 You cannot change passwords if you are running P6 EPPM in
LDAP or SSO authentication mode.
 When the Password Policy is disabled, the password must be
between 1 and 20 characters. The application does not allow
blank passwords.
 When the Password Policy is enabled, the password must be
between 8 and 20 characters and contain at least one number
and one letter.
c. In the Contract Management section, click the URL field and enter the URL.
d. In the Activity Duration section, double-click the field and type the duration.
Note: Include the time unit in the field. For example, 5.0d for 5 days.
e. In the Code Separator section, double-click the field and type a separator.
f. In the Document Management section, click the field and type the P6 URL.
g. In the Industry Selection section, click the list and choose an industry.
h. Click Save and Close.
Tips
Triple-click a field to select an entire URL.
Configuring ID Lengths Settings
Configure ID lengths settings to specify the maximum number of characters allowed for
IDs and codes.
To configure ID lengths settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click ID Lengths.
3) On the ID Lengths page:
a. Click Increase or Decrease for each code or ID to specify maximum lengths.
b. Click Save and Close.
Tips
ID and code lengths cannot exceed 20 characters.

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Configuring Summarization Periods
Perform the steps below to specify the interval by which to summarize and store resource
spreads.
To configure summarization period settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Services.
3) In the Summarization Periods section:
a. Select the By Calendar option, the By Financial Periods option, or both.
b. If you select By Calendar, select a time interval value for the WBS Level and
Resource/Role Assignment Level fields.
Tip
Rather than spreading units and costs evenly throughout the length of a project (when
you select By Calendar), you can also view how actual units and costs were incurred by
selecting By Financial Periods. You can then store and edit period performance for any
predefined financial period.
Configuring General Settings
Perform the steps below to configure general application settings including calendar
and activity duration defaults, URLs for related applications, and to enable the optional
password policy setting.
To configure general settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click General.
3) On the General page:
a. In the Starting Day of Week section, click the list and choose a day of the week.
b. In the Password Policy section, select the option to enable the policy.
Notes:
 You cannot change passwords if you are running P6 EPPM in
LDAP or SSO authentication mode.
 When the Password Policy is disabled, the password must be
between 1 and 20 characters. The application does not allow
blank passwords.
 When the Password Policy is enabled, the password must be
between 8 and 20 characters and contain at least one number
and one letter.
c. In the Contract Management section, click the URL field and enter the URL.

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d. In the Activity Duration section, double-click the field and type the duration.
Note: Include the time unit in the field. For example, 5.0d for 5 days.
e. In the Code Separator section, double-click the field and type a separator.
f. In the Document Management section, click the field and type the P6 URL.
g. In the Industry Selection section, click the list and choose an industry.
h. Click Save and Close.
Tips
Triple-click a field to select an entire URL.
Configuring Timesheets Settings
Configure timesheets settings to specify default setup options for P6 Progress Reporter.
You can specify general timesheets settings and how timesheets are approved before
project data are updated.
To configure timesheets settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Timesheets.
3) On the Timesheets page:
a. In the General Settings section, select options.
b. In the Timesheet Approval Level section, select an approval type.
Note: If you select the Two approval levels option, you can also
add the stipulation that the Project Manager must approve first.
c. In the Default Resource manager field, click Select User.
d. Click Save and Close.
Configuring Time Periods Settings
Configure time periods settings to specify time period abbreviations and the default
number of hours in a work period. The Hours per Time Period are used as conversion
factors when users choose to display time units and durations in units other than hours. For
example, if the default Hours/Day is set to 8.0, when a user enters 1d as a duration, this
value is stored as 8h in the database.
To configure time periods settings:
1) Click the Administer menu and select Application Settings.
2) On the Application Settings pane, click Time Periods.
3) On the Time Periods page:
a. In the Hours per Time Period section, double-click each field and type a value.

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Note: If you select the Use assigned calendar to specify the
number of work hours for each time period option, the Hours per
Time Period values on this tab are ignored and the module
converts units and durations using the Hours per Time Period values
defined in the activity’s or resource’s assigned calendar. Using a
task-dependent activity as an example, the module converts units
and durations for the activity using the settings defined in the
activity’s assigned calendar. You should type values for each time
period even if you select this option since the Hours per Time Period
values on this tab are still used in the following cases:
 The Planning page of the Resources section in P6.
 The Planning Resources tab in the project and WBS views in P6
Professional.
In these cases the Use assigned calendar to specify the number of
work hours for each time period option will be ignored even if
selected.
b. In the Time Period Abbreviations section, enter one-letter abbreviations for each
time period.
c. Click Save and Close.
About Enterprise Data
Enterprise data is a defined series of application-wide parameters and values that apply
to all projects. Your organization can use these settings to customize your projects to
meet specific project management requirements and standards. While all users can
view these settings, a user must have the proper security privileges to edit them.
The P6 Administrator uses enterprise data to define standard categories and values you
can apply across all projects, including custom categories and category values for
projects, resources, and WBS elements.

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Working with Enterprise Data
Use the Enterprise Data page to configure various types of data settings commonly used
by other features in the application. Your settings reflect the data recognized by your
industry or organization and help to meet your project management requirements and
standards.
Table of Enterprise Data Elements
Item Description
Global section: Click Global to customize global data, such as currencies
and financial periods.
Projects section: Click Projects to customize project-specific data, such
as baseline types and funding sources.
Activities section: Click Activities to customize activity data, such as
activity codes and cost accounts.
Resources section: Click Resources to customize resource and role data,
such as rate types and resource codes.

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Item Description
Risks section: Click Risks to customize risk data, such as risk categories
and thresholds.
Issues section: Click Issues to customize issue data, such as issue codes
and UDFs.
Documents section: Click Documents to customize document data, such
as document categories and statuses.
About Baseline Types
Baseline types enable you to categorize and standardize baselines across projects. Types
are assigned to baselines to help categorize, or track, multiple baselines for a single
project. Examples of baseline types include: Customer Sign-Off, Initial Planning,
Management Sign-Off, Mid Project Status, and What-If Project Plan baselines. The P6
Administrator defines the available baseline types.
Creating Baseline Types
Create baseline types to label and standardize the use of baselines across all projects at
your organization.
Example: Your organization has a quality process that requires all projects to be
baselined after their initial planning phase. Create a baseline type called Initial Planning
Baseline and move it to the top of the sort order. Project users can later label the
baselines they create after planning with this type designation and use it to identify
particular baselines going forward.
To create a baseline type:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Projects and click Baseline Types.
3) On the Baseline Types page:
a. Click Add (Insert).
b. In the Type field, double-click and type a unique type.
c. Click Save (Ctrl+S).
Tips
Click the Move Up or Move Down arrows to adjust the sort order. When users work with
baselines in other parts of the application, the Baseline Type field will show them in this
sequence. These buttons are available only when the list is not sorted alphabetically.

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To change the name of a baseline type, double-click it and enter a new name. The
change applies to any projects with baselines of that particular type.
About Funding Sources
Funding sources are the agencies, businesses, or groups that provide funding for a
project.
You can maintain a hierarchical list of funding sources as part of your enterprise project
data and then assign specific funding sources to a project or EPS elements as they
develop. You can assign the same funding source multiple times with varying amounts
and share contributions for different levels of the EPS. The amount contributed by a
specific funding source is called the fund share value.
Creating Funding Sources
Create funding sources to name and describe the agencies, businesses, or groups that
provide funding for a project.
To create a funding source:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Projects and click Funding Sources.
3) On the Funding Sources page:
a. Click Add (Insert).
b. Move the funding source to the correct location in the list and hierarchical position
by clicking the Move Up (Ctrl+Alt+Up), Move Down (Ctrl+Alt+Down),
Move Left (Ctrl+Alt+Left), and Move Right (Ctrl+Alt+Right) arrows.
c. In the Name field, double-click and type a name.
d. In the Description field, double-click and click .
4) In the Description detail window, type a brief narrative about the funding source.
5) On the Funding Sources page, click Save (Ctrl+S).
About Notebook Topics
Notebook topics help multiple users apply a common theme or label to shared
information about an activity, WBS, project, or EPS element such as its purpose,
completion instructions, or other helpful notes. For example, you might copy an e-mail
message, a web link, a table of observations, and a series of text notes into a notebook
topic called Budget Recommendations to capture the ongoing cost impacts of a
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Creating Notebook Topics
Create notebook topics to provide specified instructions or a description for performing
an activity. Notebook topics can also be assigned at the EPS, project, and WBS levels.
To create notebook topics:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Projects and click Notebook Topics.
3) On the Notebook Topics page:
a. Click Add (Insert).
b. In the Topic Name field, double-click and type a name.
c. Double-click to select the option in the appropriate column to make the new
notebook available in EPS, Project, WBS, or Activity views.
d. Click Save (Ctrl+S)
Tips
To change the order in which notebook topics are listed, select the notebook topic you
want to move, then click the Move Up or Move Down arrows.
About Calendars
Calendars enable you to define available workdays and workhours in a day. You can
also specify national holidays, recognized holidays, project-specific work/nonworkdays,
and resource vacation days. You can establish an unlimited number of calendars to
accommodate different work patterns. There are three calendar pools: global, project,
and resource. The global calendar pool contains calendars that apply to all projects in
the database. The project calendar pool is a separate pool of calendars for each
project in the organization. The resource calendar pool is a separate pool of calendars
for each resource. You can assign multiple users a resource calendar that they can
share, but cannot edit. You can also assign a personal calendar to a resource that will
show up in My Calendars and that the resource can customize. You can assign resource
or global calendars to resources, and global or project calendars to activities.
Assign calendars to each resource and activity to determine time constraints in a uniform
way. For example, based on its calendar, a resource might not be available; or, if the
resource is available, the activity might not fit the calendar requirements.
The application uses your calendar assignments for leveling resources, scheduling, and
tracking activities.
Working with Calendars
The P6 application supports three types of calendars:

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 Global: Global calendars can be defined and applied to all projects and
resources in the database.
 Project: Separate project calendars can be defined and applied to projects
through activity assignments.
 Resource: Resource calendars can be defined and applied to each individual
resource.
Begin by defining one or more global calendars and then link any project or resource
calendars to them. Changes to a global calendar apply to all project and resource
calendars linked to it.
Assign global or resource calendars to resources, and global or project calendars to
activities. You can establish an unlimited number of calendars to accommodate
different work patterns. For example, if some activities require a five day workweek, while
others are performed part-time (such as Monday, Wednesday, and Friday), you can
create different calendars and assign them to the activities and resources in your
projects.
An activity’s Activity Type field value determines whether the activity uses the calendar
of an assigned resource or its project calendar.
Creating Global Calendars
Create global calendars to identify global work or nonwork days. You can use global
calendars as base calendars when creating a resource or project calendar. The
exception days in a global calendar appear in the resource or project calendar and are
identified by a (globe).
To create a global calendar:
1) Click the Administer menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Global and click Global Calendars.
3) On the Global Calendars page, click Add (Insert).
4) In the Select Calendar to Copy dialog box:
a. Select the Global or Resource option.
Note: This determines which list of calendars you can select.
b. Select a calendar and click OK.
5) On the Global Calendars page, click the Calendar tab.
6) On the Calendar tab, triple-click the Name field and enter a name.
Note: The application automatically assigns the name New
Calendar.
7) On the Global Calendars page, click Save (Ctrl+S).
8) Configure the global calendar.

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Configuring Global Calendars
Perform the following tasks when creating or updating a global calendar:
Related Topics
Setting Work Hours Per Time Period for Global Calendars................................513
Configuring the Standard Work Week for Global Calendars...........................513
Modifying Calendar Days on Global Calendars................................................513
Setting the Default Global Calendar...................................................................514
Setting Work Hours Per Time Period for Global Calendars
Configure the work hours per time period settings to specify the default number of hours
in a work period for a calendar.
To set the number of work hours for each time period:
1) Click the Administer menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Global and click Global Calendars.
3) On the Global Calendars page:
a. Click on the calendar you want to modify.
b. Click Edit Hours Per Period.
4) In the Set Time Periods dialog box, click and type an hour value in each field, and
then click OK.
5) Click Save (Ctrl+S).
Configuring the Standard Work Week for Global Calendars
Configure the standard work week for the calendar to set the work and nonwork days
and hours for a standard work week.
To modify the standard work week:
1) Click the Administer menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Global and click Global Calendars.
3) On the Global Calendars page:
a. Click on the calendar you want to modify.
b. Click the Standard Work Week tab.
4) On the Standard Work Week tab, right-click on a working or nonworking timeslot and
use the menu options to adjust the workday. You can also resize the working time to
increase or decrease the work hours.
5) Click Save (Ctrl+S).
Modifying Calendar Days on Global Calendars
Modify calendar days to account for work or nonwork days or hours that are different
than the standard hours defined on the Standard Work Week tab.

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To modify work or nonwork calendar days:
1) Click the Administer menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Global and click Global Calendars.
3) On the Global Calendars page:
a. Click on the calendar you want to modify.
b. Click the Calendar tab.
4) On the Calendar tab, right-click on a working or nonworking day and use the menu
options to adjust the workday.
5) Click Save (Ctrl+S).
Setting the Default Global Calendar
Choose a calendar to use as the default when new calendars are created.
To set the default global calendar:
1) Click the Administer menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Global and click Global Calendar.
3) On the Global Calendar page:
a. Click on the calendar you want to designate as the default calendar.
b. Click Set As Default Calendar.
c. Click Save (Ctrl+S).
Creating Project Calendars
Create project calendars to determine work or nonwork time for a project.
To create a project calendar:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Projects and click Project Calendars.
3) On the Project Calendars page:
a. Click on a project.
Note: If the project you need is not open, click Select Projects.
Choose one or more projects and click OK.
b. Click Add (Insert).
4) In the Select Calendar to Copy dialog box:
a. Select the Global, Resource, or Project option.
Note: This determines which list of calendars you can select.

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b. Select a calendar and click OK.
5) On the Project Calendars page, click the Calendar tab.
6) On the Calendar tab, click in the Name field and enter a name for the project
calendar.
7) On the Project Calendars page, click Save (Ctrl+S).
Tips
Configure the project calendar by modifying additional settings.
Configuring Project Calendars
Perform the following tasks when creating or updating a project calendar:
Related Topics
Assigning a Base Calendar to a Project Calendar............................................515
Setting Work Hours Per Period for a Project Calendar.......................................516
Configuring the Standard Work Week for Project Calendars ..........................516
Modifying Calendar Days on Project Calendars ...............................................517
Changing a Project Calendar to a Global Calendar.......................................517
Assigning a Base Calendar to a Project Calendar
Assign a base calendar to determine holidays and exceptions for the selected project
calendar.
To assign a base calendar:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Projects and click Project Calendars.
3) On the Project Calendars page:
a. Expand a project.
Note: If the project you need is not open, click Select Projects.
Choose one or more projects and click OK.
b. Select a calendar to assign a base calendar.
c. Click Select a Base Calendar.
4) In the Select Base Calendar dialog box, select a calendar and click OK.
5) Click Save (Ctrl+S).

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Tips
The (globe) on calendar days indicates exception days marked in the base
calendar. You can modify these exceptions days and the globe will disappear. If you set
the calendar day back to standard, the exception day will reset and the globe will
reappear.
Setting Work Hours Per Period for a Project Calendar
Configure the work hours per time period settings to specify the default number of hours
in a work period for a calendar.
To set the number of work hours for each time period:
1) Click the Projects menu and select Enterprise Project Data, or click the Administer
menu and select Enterprise Data.
2) In the Enterprise Data pane, expand Projects and click Project Calendars.
3) On the Project Calendars page:
a. Expand a project.
Note: If the project you need is not open, click Select Projects.
Choose one or more projects and click OK.
b. Click on the calendar you want to modify.
c. Click Edit Hours Per Period.
4) In the Set Time Periods dialog box, click and type an hour value in each field, and
then click OK.
5) Click Save (Ctrl+S).
Configuring the Standard Work Week for Project Calendars
Configure the standard work week for the calendar to set the work and nonwork days
and hours for a standard work week.
To configure the standard work week:
1) Click the Projects menu and select Enterprise Project Data, or